EAST ORANGE BOARD of EDUCATION 199 4Th AVENUE EAST ORANGE, NEW JERSEY 07017

EAST ORANGE BOARD OF EDUCATION 199 4th AVENUE EAST ORANGE, NEW JERSEY 07017

REGULAR PUBLIC MEETING

East Orange Board of Education Tuesday, November 10, 2020 – 6:00 P.M. Via Telecommunications

AGENDA

I. CALL TO ORDER

II. PLEDGE OF ALLEGIANCE

III. ROLL CALL

IV. BOARD OF EDUCATION

A. APPROVAL OF MINUTES

BE IT RESOLVED, the East Orange Board of Education approves the minutes of the following meeting:  October 13, 2020

V. REPORT OF THE SUPERINTENDENT OF SCHOOLS

A. PRESENTATIONS

1. Presentation by Dr. Monique Griffith, East Orange Director of Health regarding East Orange and COVID-19 update.

2. 2019-2020 Review and Approval of School Self-Assessment Ratings to Determine Grades Under the Anti-Bullying Bill of Rights Act presented by Dr. Deborah Harvest, Assistant Superintendent of Operations

3. Presentation of the Monthly Harassment, Intimidation and Bullying Incident Report by Dr. Deborah Harvest, Assistant Superintendent

4. Presentation of “Lift Every Voice and Vote” by Ms. Anita Champagne, Assistant Superintendent and Shea Richardson, Supervisor of Social Studies

B. POLICIES READING

1. BE IT RESOLVED: that the East Orange Board of Education present as second reading the following policies and regulations.

# Policy/Regulation New/Revised P & R 2464 Gifted & Talented Students Revised Policy & Regulation

V. REPORT OF THE SUPERINTENDENT OF SCHOOLS

B. POLICIES READING

2. BE IT RESOLVED: that the East Orange Board of Education present as first reading the following policies and regulations.

# Policy/Regulation New/Revised P 1620 Administrative Employment Contracts Revised Policy P 2431 Athletic Competition Revised Policy R 2431.1 Emergency Procedures for Sports and Other Athletic Revised Regulation Activities P 2451 Adult High School New Policy P&R 5330.05 Seizure Action Plan New Policy & Regulation P 6440 Cooperative Purchasing Revised Policy P&R 6470.01 Electronic Funds Transfer and Claimant Certification New Policy & Regulation P&R 7440 School District Security Revised Policy & Regulation P 7450 Property Inventory Revised Policy P&R 7510 Use of School Facilities Revised Policy & Regulation R 7510.1 Use of School Facilities – Cicely Tyson Community Revised Regulation School P 8420 Emergency and Crisis Situations Revised Policy P 8561 Procurement Procedures for School Nutrition Revised Policy Programs

3. BE IT RESOLVED: that the East Orange Board of Education presents as first and only reading the following Bylaw. This Bylaw is mandated for a Board of Education that conducts remote public Board meetings during this Governor-declared emergency. Therefore, it is recommended a Board that conducts remote Board meetings suspend Bylaw 0131 requiring two readings and adopt this Bylaw with one reading at the next Board meeting.

MOTION: Move the Board of Education suspend Bylaw 0131 that requires two readings to adopt a Bylaw or Policy and adopt Bylaw 0164.6 with one reading to be in compliance with the new emergency regulations regarding remote meetings held during a Governor-declared emergency, N.J.A.C. 5:39-1.1 through 1.7, promulgated by Department of Community Affairs.

# Bylaw New or Revised 0164.6 Remote Public Board Meetings During a Declared New Bylaw Emergency

VI. COMMITTEE REPORTS AND COMMENTS FROM THE MEMBERS OF THE BOARD OF EDUCATION

VII. COMMENTS AND PRESENTATIONS FROM THE PRESIDENT

VIII. COMMENTS FROM THE PUBLIC

IX. RETIRE TO EXECUTIVE SESSION

X. RECOMMENCE PUBLIC MEETING

XI. ROLL CALL

XII. CONSIDERATION OF RESOLUTIONS

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

a. Nearpod Program: Real Time Interactive Instructional Platform b. Instrumental Music Artist-in-Residence – Classical Bassoon c. Instrumental Music Artist-in-Residence – Classical Percussion d. Instrumental Music Artist-in-Residence – Classical Flute e. Instrumental Music Artist-in-Residence – Classical Trumpet f. Instrumental Music Artist-in-Residence – Classical French Horn g. Instrumental Music Artist-in-Residence – Classical Trombone h. Rutgers University Business for Youth “The RUBY Program” Virtual Visits with a Cohort of Campus High’s CTE Sophomore Business Students i. East Orange Campus High’s Structured Learning Experiences and CTE School Based Enterprises, Jaguar Den Store Utilizing FBLA EOCHS Student Activities Account to Process Transactions: (Debit and Credit Card only) j. Bonnie Brae (Out of District Tuition) k. Bonnie Brae (Out of District Tuition) l. Rutgers TRIO Programs m. I&RS Hearing Recommendation for Out of District Alternative Education Placement n. Student Administrative Hearing Recommendation for Out of District Alternative Education Placement o. Voices International Publication (VIP) Online Academy p. Discover A New Future, LLC q. Newark Board of Education (McKinney-Vento Out of District Tuition) r. Newark Board of Education (McKinney-Vento Out of District Tuition) s. The Urban Assembly t. Arlene O’Connell, M.A., LPC Traumatic Loss Coalitions (TLC) Coordinator – Essex County u. Student Recommendation for In-District Alternative Program Placement v. Grant Acceptance – School Based Healthcare w. Lake Drive Specialized Evaluation Services x. Maxim Healthcare Services y. Special Education Out of District Placements z. Guest Speakers – Youth Empowerment Assemblies aa. Early Childhood Department Enrollment Campaign/Recruitment bb. Male Mentoring Program (Sigma Beta Club) cc. Strategic Partnership between the EOSD & Kean University Dual Enrollment dd. Training for Teachers of Gifted Students and Students with Disabilities ee. RWJ Barnabas Health Wellness on Wheels ff. Sylvan Learning Tutoring Center gg. FOCUS Analytics hh. Special Education Home Instruction Students ii. Thanksgiving Mash-Up Virtual Cooking Show jj. NJPBSIS Virtual Kickoff Event with Parent Partners (CICO) Rollout kk. Fiscal Year 2021 “Every Student Succeed Act” Consolidated Application – Revised ll. Boks Physical Education Program by Reebok mm. Parent/Student/Teacher Academy nn. Parent/Student/Teacher Academy oo. Harassment, Intimidation & Bullying Monthly Incident Report

XII. CONSIDERATION OF RESOLUTIONS

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

a. Retirements b. Resignations c. Rescissions of Appointment d. Leaves of Absence e. Transfers f. Reclassifications g. Salary Adjustments h. Approval of Extra-curricular and Co-curricular Appointments – Various Locations – 2020- 2021 SY i. Revision of Job Descriptions j. Agenda Changes/Corrections k. Appointments l. Professional Conferences

3. BUSINESS SERVICES

a. List of Bills (Ratify) b. List of Bills c. Appropriation Transfers d. T-1 Request for Taxes from the City of East Orange e. Acceptance of Donations from Community Partner, EcoLabs f. Acceptance of the 2019-2020 Department of Agriculture Coordinated Review Effort Audit Report/Findings and Recommendations/Corrective Action Plan for the National School Lunch Program 2019-2020 Review – AMENDED g. Acceptance of the 2019-2020 Department of Agriculture Coordinated Review Effort Audit Report/Findings and Recommendations / Corrective Action Plan for the National School Lunch Program – Fruit and Vegetable Program 2019-2020 Review h. Recommendation for Award – RFP No. 3204 Mindfulness in Schools 2020-2021 SY i. Recommendation for Award – RFP No. 3205 Positive Discipline in the Schools & Classroom – 2020-2021 SY j. Recommendation for Award of Bid – Snow Plowing Services for the East Orange School District – 2020-2021 SY

4. MAINTENANCE

a. No Use of Facilities

XIII. CLOSING STATEMENT/ADJOURNMENT

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

a. Nearpod Program: Real Time Interactive Instructional Platform – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Ms. Fay Carr to purchase the Nearpod program for Cicely L. Tyson School of Performing & Fine Arts teachers and students use at a cost to the district not to exceed $4,400.

BE IT FURTHER RESOLVED: that the East Orange Board of Education, upon the direction of the Superintendent of Schools, directs administration to obtain a purchase order and have it provided to the vendor/consultant prior to receiving any goods or services from said vendor/consultant. Account code: 15.190.100.610.203.215

b. Instrumental Music Artist-in-Residence – Classical Bassoon – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Wendy Large as an artist-in-residence to provide specialized virtual classical instruction for the classical bassoon students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist- in-residence for sessions that actually take place.

c. Instrumental Music Artist-in-Residence – Classical Percussion – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Kenneth Cubillas as an artist-in-residence to provide specialized virtual classical instruction for the classical percussion students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist-in-residence for sessions that actually take place.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

d. Instrumental Music Artist-in-Residence – Classical Flute – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Moses Bernard Phillips as an artist-in-residence to provide specialized virtual classical instruction for the classical flute students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist-in-residence for sessions that actually take place.

e. Instrumental Music Artist-in-Residence – Classical Trumpet – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Jerry Bryant as an artist-in-residence to provide specialized virtual classical instruction for the classical trumpet students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist- in-residence for sessions that actually take place.

f. Instrumental Music Artist-in-Residence – Classical French Horn – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Eric Davis as an artist-in-residence to provide specialized virtual classical instruction for the classical French Horn students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist- in-residence for sessions that actually take place.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

g. Instrumental Music Artist-in-Residence – Classical Trombone – (Mr. English)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Ben Williams as an artist-in-residence to provide specialized virtual classical instruction for the classical trombone students at the Tyson Community School of Performing & Fine Arts in seven (7) sessions at $150/each between December 2020 – June 2021 at a cost to the district of $1,050. The virtual instruction will only change to “in-person” instruction if the EOSD deems it appropriate. Let it be further stated that the EOSD will only pay the artist- in-residence for sessions that actually take place.

h. Rutgers University Business for Youth “The RUBY Program” Virtual Visits with a Cohort of Campus High’s CTE Sophomore Business Students – (Mr. Worley/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve a cohort of 2020-2021 academic school year CTE Business sophomore students from Campus HS attending “The RUBY Program” – Rutgers University Business for Youth 2021 Virtual Visits and Business Competition from 8:00am to 3:00pm with Rutgers University on January 15th, March 26th, June 3rd and June 4th with CTE Business teachers Robert Thomas and Gabriel Baltimore at no cost to the district.

i. East Orange Campus High’s Structured Learning Experiences and CTE School Based Enterprise, Jaguar Den School Store Utilizing FBLA EOCHS Student Activities Account to Process Transactions: (Debit and Credit Card Only) – (Mr. Worley/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve East Orange Campus HS Structured Learning Experiences and CTE School Based Enterprise Jaguar Den School Store utilizing the FBLA EOCHS Student Activities Account to process transactions (debit and credit cards only) at no cost to the district.

j. Bonnie Brae (Out-of-District Tuition) – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the tuition contract agreement between the EOBOE and Bonnie Brae to provide out-of-district educational services for student J.S. at the current tuition rate of $38,850 respectively (calculated at the monthly per diem rate) for the 2020-2021 school year.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

k. Bonnie Brae (Out-of-District Tuition) – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the tuition contract agreement between the EOBOE and Bonnie Brae to provide out-of-district educational services for student J.S. at the current tuition rate of $83,640 respectively (calculated at the monthly per diem rate) for the 2019-2020 school year. District responsible for paying $16,695 to close out 2019-2020 SY.

l. Rutgers TRIO Programs – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the Rutgers University – Newark, Academic Foundation Center TRIO Programs (Talent Search (TS East) and Upward Bound (UB) to serve 500 students, grades 6-12, from Costley, Healy and Truth Middle Schools in addition to STEM Academy and Campus HS. Upward Bound will serve 60 students, grades 9-12 from Cicely Tyson HS, Campus HS and STEM Academy at no cost to the district.

m. I&RS Hearing Recommendation for Out-of-District Alternative Education Placement – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the recommendation for out-of-district alternative education program placement for one (1) student listed as a result of an I&RS hearing: #20151752 – D.P. at a cost to the district of $27,500.

n. Student Administrative Hearing Recommendation for Out-of-District Alternative Education Placement – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the recommendation for out-of-district alternative education program placement for one (1) student listed as a result of an administrative hearing: #2050163 – Z.R. at a cost to the district of $27,500.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

o. Voices International Publications (VIP) Online Academy – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the 2020-2021 consultant or Voices International Publication (VIP) Online Academy for the period of November 2020 to June 2021 to provide 16 virtual workshops centered around social justice and social emotional learning for middle and high school students at a cost not to exceed $15,000.

p. Discover A New Future, LLC – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the 2020-2021 consultant for Discover A New Future, LLC for the period of November 2020 to June 2021 to develop and facilitate training for the counseling of staff at a cost not to exceed $2,400.

q. Newark Board of Education (McKinney-Vento Out-of-District Tuition) – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the tuition contract agreement between the EOBOE and Newark Board of Education to provide out-of-district educational services for student T.F. at the current tuition rate of $87.70 annual rate for the 2019-2020 school year.

r. Newark Board of Education (McKinney-Vento Out-of-District Tuition) – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the tuition contract agreement between the EOBOE and Newark Board of Education to provide out-of-district educational services for student I.E. at the current tuition rate of $91.48 annual rate for the 2019-2020 school year.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

r. Newark Board of Education (McKinney-Vento Out-of-District Tuition) – (Dr. Williams/Dr. Harvest) – (con’t)

s. The Urban Assembly – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve hiring Mr. David Adams, Consultant/Presenter, of the Urban Assembly to provide a virtual SEL workshop – Building Coherence: Using SEL to Organize Trauma Informed Practices for school counselors and social workers at a cost not to exceed $1,800 to the district.

t. Arlene O’Connell, MA, LPC Traumatic Loss Coalitions (TLC) Coordinator – Essex County – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve hiring Mrs. Arlene O’Connell, Consultant/Presenter, to provide a professional development workshop for school counselors and social workers to address Managing Traumatic Events in Schools at a cost not to exceed $300 to the district.

u. Student Recommendations for In-District Alternative Program Placement – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the recommendation to in-district alternative program placement for two (2) students listed on the attachment at no additional cost to the district.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

v. Grant Acceptance – School Based Healthcare – (Dr. Williams/Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve accepting of the awarding of a 3-year grant designating 11 schools in the district as “access centers.” The following schools have been identified as access centers: Individual Grants: Campus HS, Fresh Start Academy M/H School and Truth Middle School. Shared Grants: Banneker Academy, Houston Academy, Garvin Elementary School, Parks Academy, Sheila Y. Oliver Elementary School, Warwick Institute, Langston Hughes Elementary School and Louverture Elementary School, at no cost to the district.

w. Lake Drive Specialized Evaluation Services – (Dr. Harvest/Mrs. Santos)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the contractual agreement between the Lake Drive Program: Specialized Evaluation Services and the EOBOE for the provision of evaluation services for students with hearing impairments at a cost not to exceed $7,200. Fee schedule: psychological evaluation $800, educational evaluation $800 and speech-language evaluation $800.

x. Maxim Healthcare Services – (Dr. Harvest/Mrs. Santos)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the attached contract with Maxim Healthcare Services and the district to provide home to school nursing services for an identified special needs student who attends a school for the disabled. Services will be provided by a certified nurse (LPN). The daily rate for the specialized service will be $415.92, the cost to the district will be approximately $74,856.60 for the 2020-2021 school year.

y. Special Education Out of District Placements – (Dr. Harvest/Mrs. Santos)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the attached list of out of district special education students and contracts. Number of placements (4) at a total cost of $207,070.40 to the district.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

z. Guest Speakers – Youth Empowerment Assemblies – (Mrs. Whitaker)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve multiple speakers, educators, organizers and community activists to provide virtual motivational speeches related to high school, college and career readiness during monthly virtual assemblies and programs during the 2020-2021 school year at no cost to the district.

aa. Early Childhood Department Enrollment Campaign/Recruitment – (Ms. Lofton-Simpson/Ms. Aquil)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the Early Childhood Department’s Enrollment Campaign to advertise the availability of in-district and contracted provider preschool education at a cost not to exceed $8,604.

bb. Male Mentoring Program (Sigma Beta Club) – (Mr. Hasan)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the 2020-2021 continuation of the Male Mentoring Program (Sigma Beta Club, sponsored by Phi Beta Sigma Fraternity, Inc.), geared toward providing high school young men opportunities to interact with positive male role models and learn leadership and life skills development training at no cost to the district.

cc. Strategic Partnership between the East Orange School District & Kean University Dual Enrollment – (Ms. Champagne)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the strategic partnership between the EOSD and Kean University to begin a dual enrollment program with Campus HS, STEM Academy and Tyson High School. Students who complete this program will earn college credits and participate in pre- college mentorships, internships and other enrichment activities that support their academic journey toward college. The cost of the current rate of tuition is $200 per student for the 2020- 2021 school year with a total cost to the district not to exceed $15,000.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

dd. Training for Teachers of Gifted Students and Students with Disabilities – (Ms. Champagne/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Imad Zaheer from Nurturing Environments Institutes to conduct trainings at select schools from November 2020 to the end of May 2021 at a cost not to exceed $6,200 to the district.

ee. RWJ Barnabas Health Wellness on Wheels – (Ms. Champagne/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the virtual presentation of the RWJ Barnabas Health Wellness on Wheels (WOW) greenhouse and cooking school on wheels to present to elementary physical education classrooms during the 2020-2021 school year at no cost to the district.

ff. Sylvan Learning Tutoring Center – (Mrs. Lovett)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Sylvan Learning Tutoring Center to work with select groups of students at Truth Middle School to increase their basic skills knowledge from November 2020 to June 2021 at a cost not to exceed $30,240.

gg. Focus Analytics – (Dr. Harvest)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the purchase of FOCUS Analytics for the 2020-2021 school year at a cost not to exceed $11,162.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

hh. Special Education Home Instruction Students – (Dr. Harvest/Mrs. Santos)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the attached list of home instruction services for a total of nine (9) students.

ii. Thanksgiving Mash-Up Virtual Cooking Show – (Dr. Webb)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve Thanksgiving Mash-Up Virtual Cooking Show sponsored by Fresh Start Academy and the Community Food Bank of New Jersey on Wednesday, November 25, 2020 at 10:30am during our Thanksgiving Program at no cost to the district.

jj. NJPBSIS Virtual Kickoff Event with Parent Partners (CICO) Rollout – (Dr. Webb)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the continuation of NJPBSIS at Fresh Start Academy for the 2020-2021 school year and approve Fresh Start Academy to host a PBSIS Parent Partners Check- In Check-Out (CICO), Virtual Kickoff Event on Monday, November 16, 2020 from 5:30pm to 6:30pm at no cost to the district.

kk. Fiscal Year 2021 “Every Student Succeeds Act” Consolidated Application – Revised – (Dr. Harvest/Ms. Champagne

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the submission of and the acceptance upon subsequent approval of the Fiscal Year 2021 (FY21), Every Student Succeeds Act (ESSA) Consolidated Application in the amount of $8,504,106. The project period is July 1, 2020 to September 30, 2021. There is no cost to the district.

ll. Boks Physical Education Program by Reebok – (Ms. Champagne/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the implementation of the Boks curriculum in K-5 physical education classrooms in elementary school during the 2020-2021 school year at no cost to the district.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

1. EDUCATIONAL SUPPORT & STUDENT SERVICES

mm. Parent/Student/Teacher – (Ms. Champagne/Ms. Tyler)

BE IT RESOLVED: the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the implementation of the Parent/Student/Teacher Academy to share ELA and math concepts grades 1-5 on Saturdays from January 2020-May 2020 at a cost not to exceed $8,000.

nn. Parent/Student/Teacher – (Ms. Champagne/Ms. Vega-Moore)

oo. Harassment, Intimidation and Bullying Monthly Incident Report - (Dr. Harvest/Ms. Roman)

BE IT RESOLVED: “the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, accepts the report of 0 incidents for the months of September – October 2020 for the NJDOE monthly reporting of HIB.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

a. Retirements

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the following retirements.”

1. Ms. Christine Audain – Teacher Assistant for Pre-Kindergarten – Banneker Academy Effective April 1, 2021 (9 years, 6 months of service) (20.218.100.0106.000.028.026.9013)

2. Ms. Toni Auerbach – Teacher of Elementary – Garvin School Effective January 1, 2021 (16 years, 4 months of service) (15.120.100.0101.000.308.008.0000)

3. Ms. Barbara Chroman – Speech Therapist – Oliver Academy Effective January 1, 2021 (15 years, 4 months of service) (11.000.216.0100.000.000.000.0000)

4. Mr. Jason Field – Teacher of the Handicapped (BD) – Banneker Academy Effective January 1, 2021 (22 years, 4 months of service) (15.209.100.0101.000.336.036.0000)

5. Mr. Wylendsy Long – Custodian (Head) – Parks Academy Effective March 1, 2021 (25 years, 7 months of service) (11.000.262.0100.000.000.000.0000)

6. Ms. Sharon Murray – Teacher of Kindergarten – Oliver Academy Effective January 1, 2021 (35 years, 4 months of service) (15.110.100.0101.000.305.005.9704)

b. Resignations

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the following resignations.”

1. Ms. Karly Bohri – Teacher Assistant for Special Ed (CSM) – Healy Middle School Effective November 2, 2020 (no reason) (1 year, 1 month of service) (15.213.100.0106.000.217.017.0000)

2. Mr. Elijah Brown – Teacher Assistant for Special Ed (PSD) – Parks Academy Effective November 30, 2020 (no reason) (2 years, 2 months of service) (11.216.100.0106.000.000.000.0000)

3. Ms. Angela McClain – Building Based Substitute Teacher – Tyson Elementary Effective October 19, 2020 (no reason) (1 year of service) (11.120.100.0101.000.000.000.0000)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

c. Rescissions of Appointment

BE IT RESOLVED: "that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, rescinds the following appointments."

1. Ms. Aniesa Atiyyeh – Math Interventionist – Garvin School Appointment was approved at the October 13, 2020 Board Meeting (11.120.100.0101.000.000.000.0000)

2. Ms. Humeyra Guven – Teacher of the Handicapped (LD) – Costley Middle School Appointment was approved at the October 13, 2020 Board Meeting (15.204.100.0101.000.215.015.0000)

3. Ms. Tawanna Saxton – Teacher of Grades 6-8 (Math) – Truth Middle School Appointment was approved at the September 15, 2020 Board Meeting (15.130.100.0101.000.216.016.0000)

d. Leaves of Absence

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the following leaves of absence.”

1. Ms. Halleluyah Adesokan – Teacher Assistant for Special Ed (1:1) – Parks Academy Child Rearing LOA (without pay) Effective November 10, 2020 to June 30, 2021 (11.000.217.0100.000.000.000.0000)

2. Ms. Crystal Beals-Hunter – Secretary – Division of Operations Family Act LOA (Intermittent) Effective August 24, 2020 to December 31, 2020 (NTE 46 days) EFMLEA (11.000.211.0100.000.000.000.0000)

3. Ms. Elaine Bryant – Teacher of Mathematics – East Orange STEM Academy High School Family Act LOA (Intermittent) Effective September 2, 2020 to June 30, 2021 (NTE 35 days) (15.140.100.0101.000.102.002.0000)

4. Ms. Bertha Cacho – Custodian (Night) – Tyson 6-12 Family Act LOA Effective September 9, 2020 to October 28, 2020 (11.000.262.0100.000.000.000.0000)

5. Ms. Shari Clarke – Teacher of Art – Bowser Elementary School Family Act LOA (Intermittent) Effective October 8, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.120.100.0101.000.304.004.0000 – 88%) (20.218.100.0101.000.028.026.9011 – 12%)

6. Dr. Harriet Coleman – School Nurse – Department of Early Childhood Family Act LOA (Intermittent) Effective September 15, 2020 to June 30, 2021 (NTE 5 days) (20.218.200.0104.000.028.026.9027)

7. Ms. Margaret Cunningham – Media Specialist – Tyson Elementary Health LOA Effective October 15, 2020 to October 29, 2020 (15.000.222.0100.000.312.012.0000 – 60%) (15.000.222.0100.000.338.038.0000 – 40%)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

d. Leaves of Absence (cont’d)

8. Ms. Gail Cushnie-Bell – Teacher of Pre-Kindergarten – Bowser Elementary School Family Act LOA (Intermittent) Effective September 2, 2020 to December 31, 2020 (NTE 15 days) (20.218.100.0101.000.028.026.9010)

9. Ms. Renea Duval – Literacy Coach – Healy Middle School Family Act LOA (Intermittent) Effective October 6, 2020 to December 31, 2020 (NTE 34 days) EFMLEA (15.000.221.0104.000.217.017.0000)

10. Ms. Kristen Eannetta – Literacy Coach – East Orange STEM Academy High School Pregnancy LOA Effective November 9, 2020 to January 4, 2021 (15.000.221.0104.000.102.002.0000)

11. Mr. Walter Foote – Teacher of Health/Physical Education – Wahlstrom Academy Family Act and Bonding LOA Effective November 9, 2020 to January 28, 2021 (15.110.100.0101.000.339.039.9704 – 79.1700%) (20.218.100.0101.000.028.026.9011 – 20.8300%)

12. Ms. Kristin Glossy – Teacher of Elementary – Tyson Elementary Family Act LOA (Intermittent) Effective October 6, 2020 to December 31, 2020 (NTE 34 days) EFMLEA (15.120.100.0101.000.312.012.0000)

13. Ms. Bridgett Green – Supervisor of Language Arts/Lit K-5 – Division of Curriculum Services Family Act LOA (Intermittent) Effective September 15, 2020 to December 31, 2020 (NTE 40 days) EFMLEA (11.000.221.0104.000.000.000.0000)

14. Ms. Setonya Horton – CST Social Worker – Department of Special Education Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (11.000.219.0104.000.000.000.0000)

15. Ms. Catrina James – Teacher Assistant for Special Ed (ICS) – Warwick Institute Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.213.100.0106.000.309.009.0000)

16. Ms. Stella King – Secretary (Assistant) – Division of Business Services Family Act LOA Effective October 1, 2020 to November 2, 2020 (11.000.251.0100.000.000.000.0000)

17. Ms. Nabila Mack – Teacher of Grades 6-8 (Sci) – Tyson 6-12 Family Act LOA (Intermittent) Effective October 15, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.130.100.0101.000.203.003.0000)

18. Ms. Alexis Martin – CST Social Worker – Healy Middle School Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 22 days) EFMLEA (11.000.219.0104.000.000.000.0000)

19. Mr. Darren Montigue – Teacher Assistant for Special Ed (ICS) – Banneker Academy Family Act LOA Effective October 5, 2020 to December 31, 2020 (15.213.100.0106.000.336.036.0000)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

d. Leaves of Absence (cont’d)

20. Ms. Sharon Murray – Teacher of Kindergarten – Oliver Academy Family Act LOA Effective September 21, 2020 to December 21, 2020 Health LOA Effective December 22, 2020 to December 31, 2020 (15.110.100.0101.000.305.005.9704)

21. Ms. Margaret O'Connor – School Counselor – Tyson 6-12 Family Act LOA Effective October 16, 2020 to October 23, 2020 Family Act LOA (Intermittent) Effective October 24, 2020 to January 12, 2021 (NTE 5 days) (15.000.218.0104.000.203.003.0000)

22. Ms. Sonika Palmer – Teacher Assistant for Special Ed (ICS) – Cochran Academy Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.213.100.0106.000.338.038.0000)

23. Mr. Kishore Persad – CST Social Worker – Tyson 6-12 Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (11.000.219.0104.000.000.000.0000)

24. Mr. Damein Phoenix – Assistant Principal – East Orange Campus High School Family Act and Bonding LOA Effective January 4, 2021 to February 19, 2021 (15.000.240.0103.000.101.001.0000)

25. Mr. Terrell Proctor – Substance Abuse Coordinator – Educational Support Services Family Act and Bonding LOA Effective October 26, 2020 to December 21, 2020 (11.000.218.0104.000.000.000.0000)

26. Ms. Renee Robinson – Teacher Assistant for Special Ed (ICS) – Oliver Academy Family Act LOA Effective September 14, 2020 to December 14, 2020 Health LOA Effective December 15, 2020 to January 3, 2021 (15.213.100.0106.000.305.005.0000)

27. Ms. Christina Smith – Teacher Assistant for Special Ed (BD) – Houston Academy Family Act LOA (Intermittent) (without pay) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.213.100.0106.000.307.007.0000)

28. Ms. Jammie Stiger – Teacher Assistant for Special Ed (LD) – Healy Middle School Family Act LOA (Intermittent) Effective October 13, 2020 to June 30, 2021 (NTE 25 days) (15.204.100.0106.000.217.017.0000)

29. Ms. Esther Sylvester – Teacher Assistant for Pre-Kindergarten – Gibson Academy Family Act LOA (Intermittent) Effective October 15, 2020 to December 31, 2020 (NTE 34 days) EFMLEA (20.218.100.0106.000.028.026.9013)

30. Ms. Tyra Terrell-Ricks – Teacher Assistant for Special Ed (BD) – Warwick Institute Family Act and Bonding LOA Effective December 7, 2020 to April 21, 2021 (15.209.100.0106.000.309.009.0000)

31. Ms. Megan Tyre – Teacher of Grades 6-8 (SSd) – Truth Middle School Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 34 days) EFMLEA (15.130.100.0101.000.216.016.0000) 19

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

d. Leaves of Absence (cont’d)

32. Ms. Bridget Venable – Literacy Coach – Ecolè Toussaint Louverture Family Act LOA (Intermittent) Effective September 2, 2020 to December 1, 2020 (NTE 35 days) (15.000.221.0104.000.310.010.0000)

33. Ms. Catalina Villasuso – School Disciplinarian – Bowser Elementary School Family Act LOA (Intermittent) (without pay) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.000.218.0104.000.304.004.0000)

34. Ms. Cassie West – Teacher of the Handicapped (AUT) – Banneker Academy Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.214.100.0101.000.336.036.0000)

35. Ms. Tiffany Wiley-Grant – Teacher of Grades 6-8 (SSd) – Tyson 6-12 Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.130.100.0101.000.203.003.0000)

36. Ms. Kiaira Williams – Teacher of Kindergarten – Tyson Elementary Family Act and Bonding LOA Effective February 1, 2021 to March 12, 2021 (15.110.100.0101.000.312.012.9704)

37. Ms. Tyesha Wolfe – Teacher of Grades 6-8 (Mth) – Tyson 6-12 Family Act LOA (Intermittent) Effective October 5, 2020 to December 31, 2020 (NTE 36 days) EFMLEA (15.130.100.0101.000.203.003.0000)

38. Ms. Maria Zacharatos – Speech Therapist – Houston Academy Family Act LOA (Intermittent) Effective October 13, 2020 to January 21, 2021 (NTE 30 days) (11.000.216.0100.000.000.000.0000)

e. Transfers

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the transfers listed in DIVISION OF LABOR RELATIONS & EMPLOYMENT SERVICES Schedule 2.e.”

f. Reclassifications

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the reclassifications listed in DIVISION OF LABOR RELATIONS & EMPLOYMENT SERVICES Schedule 2.f.”

g. Salary Adjustments

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the following salary adjustments.”

1. Ms. Danica Barnave – Teacher of Grades 6-8 (LAL) – Costley Middle School (Original Hire Date: September 1, 2007) From: Level 5½/MA+15 Step 16 $104,325 p/a To: Level 6/MA+32 Step 16 $110,588 p/a Effective September 1, 2020 to June 30, 2021 (higher training level) (15.130.100.0101.000.215.015.0000) 20

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

g. Salary Adjustments (cont’d)

2. Ms. Joana Bernard – Teacher of Social Studies – Campus High (Original Hire Date: March 16, 2015) From: Level 5/MA Step 6 $64,919 p/a To: Level 6/MA+32 Step 6 $73,219 p/a Effective February 1, 2021 to June 30, 2021 (higher training level) (15.140.100.0101.000.101.001.0000)

3. Ms. Cynthia Brooks-Copeland – Master Teacher – Department of Early Childhood (Original Hire Date: October 1, 2005) From: Level 6/MA+32 Step 16 $110,588 p/a To: Level 6/MA+32 Step 16 $110,588 p/a + $750 Longevity Effective October 1, 2020 to June 30, 2021 (15 years longevity stipend) (20.218.200.0176.000.028.026.9026)

4. Ms. Katrina Calixte – Teacher Assistant (ESL) – Truth Middle School (Original Hire Date: October 28, 2020) From: Step 1 $28,677 p/a To: Step 3 $29,227 p/a Effective October 28, 2020 to June 30, 2021 (higher training level) (15.240.100.0106.000.216.016.0000)

5. Dr. Anthony Collins – Teacher of Elementary – Tyson Elementary (Original Hire Date: December 13, 1999) From: Level 6/MA+32 Step 16 $110,588 p/a + $1,250 Longevity To: Level 6/MA+32 Step 16 $110,588 p/a + $1,250 Stipend + $1,250 Longevity Effective September 1, 2020 to June 30, 2021 (higher training level) (15.120.100.0101.000.312.012.0000)

6. Mr. Sheldon Harris – Teacher of Grades 6-8 (Math) – Tyson 6-12 (Original Hire Date: October 24, 2005) From: Level 5/MA Step 8 $66,119 p/a To: Level 5/MA Step 8 $66,119 p/a + $750 Longevity Effective October 26, 2020 to June 30, 2021 (15 years longevity stipend) (15.130.100.0101.000.203.003.0000)

7. Mr. Delvin Horsford – Teacher of Elementary – Langston Hughes School (Original Hire Date: October 1, 2005) From: Level 5½/MA+15 Step 16 $104,325 p/a To: Level 5½/MA+15 Step 16 $104,325 p/a + $750 Longevity Effective October 1, 2020 to June 30, 2021 (15 years longevity stipend) (15.120.100.0101.000.306.006.0000)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

g. Salary Adjustments (cont’d)

8. Mr. Andre Masud – Teacher Assistant for Special Education (CSM) – Tyson 6-12 (Original Hire Date: October 28, 2020) From: Step 1 $28,677 p/a To: Step 3 $29,227 p/a Effective October 28, 2020 to June 30, 2021 (higher training level) (15.213.100.0101.000.203.003.0000)

9. Ms. Anna Mazzaro – Teacher of Bilingual/Bicultural Ed – Bowser Elementary School (Original Hire Date: December 17, 2018) From: Level 5/MA Step 16 $102,743 p/a To: Level 6/MA+32 Step 16 $110,588 p/a Effective September 1, 2020 to June 30, 2021 (higher training level) (15.240.100.0101.000.304.004.0000)

10. Dr. Nicolia Moore – Teacher of Elementary – Houston Academy (Original Hire Date: October 23, 2000) From: Level 6/MA+32 Step 16 $110,588 p/a + $1,250 Stipend + $750 Longevity To: Level 6/MA+32 Step 16 $110,588 p/a + $1,250 Stipend + $1,250 Longevity Effective October 23, 2020 to June 30, 2021 (20 years longevity stipend) (15.120.100.0101.000.307.007.0000)

11. Ms. Allinda O'Leary – Teacher of Elementary (leave replacement) – Garvin School (Original Hire Date: September 30, 2020) From: Level 4/BA Step 1 $56,219 p/a To: Level 5/MA Step 11 $73,919 p/a Effective September 30, 2020 to June 30, 2021 (higher training level & verified prior experience) (15.120.100.0101.000.308.008.0000) 12. Ms. Joi Paisley – Teacher of Technology – Gibson Academy (Original Hire Date: October 12, 2005) From: Level 6/MA+32 Step 14½ $102,786 p/a To: Level 6/MA+32 Step 14½ $102,786 p/a + $750 Longevity Effective October 12, 2020 to June 30, 2021 (15 years longevity stipend) (15.110.100.0101.000.337.037.9704 – 83.3300%) & (20.218.100.0101.000.028.026.9011 – 16.6700%)

13. Ms. Mutahannah Peacock – School Social Worker – Warwick Institute (Original Hire Date: November 11, 2020) From: Level 5/MA Step 1 $61,919 p/a To: Level 5½/MA+15 Step 4 $65,119 p/a Effective November 10, 2020 to June 30, 2021 (higher training level & verified prior experience) (15.000.211.0100.000.309.009.0000)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

g. Salary Adjustments (cont’d)

14. Ms. Jewell Pollard – Teacher of Grade 6 (LAL) – Truth Middle School (Original Hire Date: January 1, 2021) From: Level 4/BA Step 1 $56,219 p/a To: Level 5/MA Step 14 $91,236 p/a Effective January 1, 2021 to June 30, 2021 (higher training level & verified prior experience) (15.130.100.0101.000.216.016.0000)

15. Mr. Baja Rowe – Teacher Assistant for Special Education (CSM) – Parks Academy (Original Hire Date: October 2, 2020) From: Step 1 $28,677 p/a To: Step 3 $29,227 p/a Effective October 2, 2020 to June 30, 2021 (higher training level) (15.213.100.0106.000.311.011.0000)

16. Ms. Cindy Taveras – Teacher of Grades 6-8 (Sci) – Truth Middle School (Original Hire Date: October 13, 2016) From: Level 5½/MA+15 Step 5 $65,719 p/a To: Level 6/MA+32 Step 6 $73,219 p/a Effective February 1, 2021 to June 30, 2021 (higher training level) (15.130.100.0101.000.216.016.0000)

17. Ms. Melissa Walcott – Teacher of Elementary – Garvin School (Original Hire Date: September 18, 2020) From: Level 5½/MA+15 Step 5½ $66,019 p/a To: Level 5½/MA+15 Step 14½ $95,286 p/a Effective September 18, 2020 to June 30, 2021 (verified prior experience) (15.120.100.0101.000.308.008.0000)

18. Ms. Zaquina Zackery – School Social Worker – Houston Academy (Original Hire Date: November 11, 2020) From: Level 5/MA Step 1 $61,919 p/a To: Level 5½/MA+15 Step 6 $66,319 p/a Effective November 11, 2020 to June 30, 2021 (higher training level & verified prior experience) (15.000.211.0100.000.307.007.0000)

h. Approval of Extra-curricular and Co-curricular Appointments – Various Locations – 2020-2021 S/Y

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the extra-curricular and co-curricular appointments for the various locations listed in DIVISION OF LABOR RELATIONS & EMPLOYMENT SERVICES Schedule 2.h for the 2020-2021 school year.”

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

i. Revision of Job Descriptions

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the revision of the job descriptions listed in DIVISION OF LABOR RELATIONS & EMPLOYMENT SERVICES Schedule 2.i, effective November 10, 2020.”

Administrative Confidential Secretary to the Superintendent/Assistant Superintendent of Schools Assistant Principal Chief Information Officer (Technology) Network Manager

j. Agenda Changes/Corrections

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approve the following agenda changes/corrections.”

1. Ms. Phyllis Simpkins – Security Monitor – Garvin School Change in Family Act LOA Effective Dates From: September 10, 2020 to October 16, 2020 To: September 10, 2020 to October 25, 2020

2. Ms. Saundra Vandiver – School Nurse – Oliver Academy Change in Retirement Date From: August 01, 2020 To: July 01, 2020

k. Appointments

BE IT RESOLVED: “that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the following appointments.”

1. Ms. Tamara Bazile-Botts – Building Based Substitute Teacher – Ecolè Toussaint Louverture Salary $143 p/d Effective November 11, 2020 to June 30, 2021 (11.120.100.0101.000.000.000.0000) (replacement)

2. Mr. Edwin Brown – Comptroller – Division of Business Services Salary $85,000 p/a Effective November 11, 2020 to June 30, 2021 (11.000.251.0100.000.000.000.0000) (new)

3. Ms. Marie Bruno-Mayel – School Social Worker – 0.5 Gibson/0.5 Wahlstrom Salary $61,919 p/a Level 5/MA Step 1 Effective November 11, 2020 to June 30, 2021 (15.000.218.0104.000.337.037.0000 – 50%) (replacement) (15.000.218.0104.000.339.039.0000 – 50%)

4. Ms. Osasumwen Osasogie – Teacher Assistant for Special Education (AUT) – Warwick Institute Salary $29,227 p/a Step 3 Effective November 11, 2020 to June 30, 2021 (15.214.100.0106.000.309.009.0000) (new)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

2. LABOR RELATIONS & EMPLOYMENT SERVICES

k. Appointments (cont’d)

5. Ms. Carene Petrie – Teacher of Grade 6 (LAL) – Truth Middle School Salary $59,019 p/a Level 4/BA Step 6 Effective November 11, 2020 to June 30, 2021 (15.130.100.0101.000.216.016.0000) (replacement)

6. Ms. Carla Phillips – Teacher of English – East Orange Campus High School Salary $63,419 p/a Level 5½/MA+15 Step 1 Effective November 11, 2020 to June 30, 2021 (15.140.100.0101.000.101.001.0000) (replacement)

7. Ms. Francine Walters-Hyde – Teacher Assistant for Special Education (CSM) – Oliver Academy Salary $29,227 p/a Step 3 Effective October 2, 2020 to June 30, 2021 (15.213.100.0101.000.305.005.0000) (replacement)

l. Professional Conferences

BE IT RESOLVED: “That the Board of Education, upon the recommendation of the Superintendent of Schools, approves staff attendance/participation in the following professional conferences, workshops, seminars or trainings with the requirements, that staff turn-key as required by administration those issues addressed at the approved professional development events which have relevance to improving instruction and/or the operation of the school district."

Name(s) Destination Reason Date(s) Cost 1. Candi Roman WebEx Traumatic Loss 12/03/2020 Division of Operations, Coalitions For Youth: $ 49.00 Registration Fees Compliance and Educational 17th Annual Suicide Support Services Prevention Conference $ 49.00 Total Cost Est.

20.11.000.230.580.023.580

2. Marissa McKenzie Virtual LEGALONE Trust and 12/09/2020 Division of Labor Relations & Protecting Employee $ 125.00 Registration Fees Employment Services Rights (Day 2 of 3) $ 125.00 Total Cost Est.

20.11.000.230.592.021.580

3. Ryan Tol Virtual Building Your Personal 12/4/2020 NO COST TO THE DISTRICT Louverture School Resilience: Stress, Burnout, and Vicarious Trauma

4. Ryan Tol Virtual NJAHPERD Annual 2/22/2021 – Louverture School Convention 2/23/2021 $ 164.00 Registration Fees

$ 164.00 Total Cost Est.

15.15.000.223.580.3120.580

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

a. List of Bills (Ratify)

WHEREAS, N.J.S.A. 18A:19.3 and N.J.S.A. 18A:19-4 authorizes the School Business Administrator/Board Secretary to make payments between board meetings for all claims that have been duly audited; and

WHEREAS, the School Business Administrator/Board Secretary has reviewed the documentation supporting the attached list of bills;

NOW, THEREFORE, BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, ratifies the payment of bills on the attached list for $4,053,894.44. (Attachment 3-a)

b. List of Bills

WHEREAS, N.J.S.A. 18A:19.1 and N.J.S.A. 18:6-31 provides for the Board of Education to authorize the payment of bills; and

WHEREAS, the School Business Administrator/Board Secretary has reviewed the documentation supporting the attached list of bills;

NOW, THEREFORE, BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, authorizes and approves the payment of bills on the attached lists for the Tuesday, November 10, 2020 board meeting in the amount of $5,618,790.31 (Attachment 3-b)

c. Appropriation Transfers

WHEREAS, N.J.S.A. 18A requires that the Board of Education approve appropriation transfers; and

WHEREAS, Board of Education Policy #6422 delineates the process for transfer of funds between line items; and

WHEREAS, the Superintendent has authorized the budget adjusted to reflect the appropriation transfers;

NOW, THEREFORE, BE IT RESOLVED, that the East Orange Board of Education, does ratify the transfers approved by the Superintendent of Schools. (Attachment 3-c)

d. T-1 Request for Taxes from the City of East Orange

WHEREAS, N.J.S.A. Title 40 provides for a board of education in a Type I School District to requisition Tax-Levy monies from the municipality in an amount estimated to represent the balance of its projected cash flow needs; and

WHEREAS, the Secretary of the Board has determined this amount to be $1,899,263.25 for the month of November 2020;

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

d. T-1 Request for Taxes from the City of East Orange – Cont’d

NOW, THEREFORE, BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, authorize and direct the Board Secretary to execute and serve the T-1 Request for Tax-Levy monies from the City of East Orange. (Attachment 3-d)

e. Acceptance of Donations from Community Partner, EcoLabs

BE IT RESOLVED, the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, approves the donation of book bags and school supplies from EcoLabs to the Office of ESSPR for East Orange Scholars in need at no cost to the district. (Attachment 3-e)

f. Acceptance of the 2019-2020 Department of Agriculture Coordinated Review Effort Audit Report/ Findings and Recommendations / Corrective Action Plan for the National School Lunch Program 2019-2020 Review - AMENDED

WHEREAS, the East Orange Board of Education Division of Business Services has received the audit report and has reviewed the recommendations contained within the Administrative Review of the National School Lunch Program conducted by the New Jersey Department of Agriculture; and

WHEREAS, the East Orange Board of Education has reviewed the findings and responses to these recommendations.

NOW, THEREFORE BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent, does hereby;

1) Authorize the Board Secretary to enter said discussion in the minutes of this meeting; 2) Approve and authorize the implementation of the Corrective Action Plan that addresses all of the audit Findings and Recommendations as outlined in the Administrative Review of the National School Lunch Program conducted by the New Jersey Department of Agriculture;

BE IT FURTHER RESOLVED that the East Orange Board of Education authorizes the Superintendent of Schools and the School Business Administrator / Board Secretary to submit a certified copy of said Corrective Action Plan to be filed with the New Jersey Department of Agriculture, Division of Food and Nutrition effective September 8, 2020. (Attachment 3-f)

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

g. Acceptance of the 2019-2020 Department of Agriculture Coordinated Review Effort Audit Report/ Findings and Recommendations / Corrective Action Plan for the National School Lunch Program - Fruit and Vegetable Program 2019-2020 Review

WHEREAS, the East Orange Board of Education Division of Business Services has received the audit report and has reviewed the recommendations contained within the Administrative Review of the National School Lunch Program - Fruit and Vegetable Program conducted by the New Jersey Department of Agriculture; and

WHEREAS, the East Orange Board of Education has reviewed the findings and responses to these recommendations.

NOW, THEREFORE BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent, does hereby;

3) Authorize the Board Secretary to enter said discussion in the minutes of this meeting; 4) Approve and authorize the implementation of the Corrective Action Plan that addresses all of the audit Findings and Recommendations as outlined in the Administrative Review of the National School Lunch Program -Fruit and Vegetable Program conducted by the New Jersey Department of Agriculture;

h. Recommendation for Award – RFP No. 3204 Mindfulness in Schools 2020-2021 SY

WHEREAS, pursuant to the Public School Contract Law and the New Jersey Statutes, Title 18A:18A-37, RFP No. 3204 for Mindfulness in Schools for the East Orange School District was posted on September 03, 2020; and

WHEREAS, the RFP package was completed by the District's Purchasing Agent, which included specifications for the RFP developed by the Department of Educational Support Services and Parent Relations; and;

WHEREAS, all proposals received were opened and publicly read aloud by the Purchasing Agent on September 24, 2020; and

WHEREAS, the following responses were received: 1. Zensational Kids, LLC 26 Highland Road Montvale, NJ 07645

2. Reimagine Education Group 26 Sugarhill Road Manahawkin, NJ 08050

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

h. Recommendation for Award – RFP No. 3204 Mindfulness in Schools 2020-2021 SY – Cont’d

3. Re-Query, LLC 419 No. Scotch Plains Ave, Westfield, NJ 07090

4. Tereill Renee Consulting, LLC 19 Elston Street Bloomfield, NJ 07003

WHEREAS, the responses were reviewed by the Purchasing Agent and evaluated by a committee of three members, consisting of the following persons;

1. Dr. Kelly Williams, Acting Director of ESS&PR 2. April Hendricks, Counselor/Trainer Student Physical & Mental Health 3. Carla Bell-Gayle, Counselor/Trainer

WHEREAS, the evaluation process resulted in a recommendation to award a contract to Zensational Kids, LLC for the purchase of their services as it relates to the Mindfulness in Schools Program, in an amount not to exceed $30,000. and;

WHEREAS, funds will be made available from account numbers: 11.000.218.320.046.226

NOW, THEREFORE BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, awards a contract to Zensational Kids, LLC., for the Mindfulness in Schools Program for the 2020-2021 SY in accordance with their RFP proposal, No. 3204.

i. Recommendation for Award – RFP No. 3205 Positive Discipline in the School & Classroom – 2020- 2021 SY

WHEREAS, pursuant to the Public School Contract Law and the New Jersey Statutes, Title 18A:18A-37, RFP No. 3205 for a Positive Discipline Program within the East Orange School District was posted on September 03, 2020; and

WHEREAS, all proposals received were opened and publicly read aloud by the Purchasing Agent on September 24, 2020; and

WHEREAS, the following responses were received:

1) Developing Capable Kids 215 Village Road Green Village, NJ 07935

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

i. Recommendation for Award – RFP No. 3205 Positive Discipline in the School & Classroom – 2020- 2021 SY – Cont’d

2) Reimagine Education Group 26 Sugarhill Road Manahawkin, NJ 08050

WHEREAS, the responses were reviewed by the Purchasing Agent and evaluated by a committee of three members, consisting of the following persons;

1. Dr. Kelly Williams, Acting Director of ESS&PR 2. April Hendricks, Counselor/Trainer Student Physical & Mental Health 3. Carla Bell-Gayle, Counselor/Trainer

WHEREAS, the evaluation process resulted in a recommendation to award a contract to Developing Capable Kids, 215 Village Road, Green Village, NJ for the purchase of services as it relates to their Positive Discipline Program in the amount not to exceed $33,250.00; and

WHEREAS, funds will be made available from account number to be determined;

NOW, THEREFORE BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, awards a contract to Developing Capable Kids, for their Positive Discipline in the School & Classroom Program for the 2020-2021 SY in accordance with their RFP proposal, No. 3205.

j. Recommendation for Award of Bid– Snow Plowing Services for the East Orange School District - 2020-2021 SY

WHEREAS, pursuant to the Public School Contract Law and New Jersey Statutes, Title 18A-18A- 37, the request for a bid for Snow Plowing Services (Bid No. 3206) was advertised by the East Orange School District on September 21, 2020; and

WHEREAS, all proposals received were opened and publicly read aloud via Zoom by the School Business on October 15, 2020; and

WHEREAS, the Board received responses from the following:

1) Stanziale Construction LLC, 2 Springdale Avenue, East Orange, NJ 07017 Base Bid of $225.00/hr. 2) American Asphalt & Milling Services LLC, 96 Midland Ave, Kearny, NJ 07032 Base Bid of $185.00/hr.

WHEREAS, the responses were reviewed by the School Business Administrator and Assistant School Business Administrator and resulted in a recommendation to award the contract to American Asphalt & Milling Services for the 2020-2021 SY in accordance with their low bid; and

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

3. BUSINESS SERVICES

j. Recommendation for Award of Bid– Snow Plowing Services for the East Orange School District - 2020-2021 SY – Cont’d

WHEREAS, the original bid invitation included a written statement with regard to the East Orange School District’s option to extend the bid contract in accordance with 18A:18A-42, and:

WHEREAS, funds will be made available from account line: 11-000-262-420-018-717

NOW, THEREFORE, BE IT RESOLVED, that the East Orange Board of Education, upon the recommendation of the Superintendent of Schools, awards a contract to American Asphalt & Milling Services LLC (Regular and Holiday time) for Bid No. 3206, Snow Plowing Services, to the East Orange School District effective for the 2020-2021 Snow Season (November 2020 through April 2021) contract not to exceed $35,000.00.

XII. CONSIDERATION OF RESOLUTIONS NOVEMBER 10, 2020

A. SUPERINTENDENT OF SCHOOLS

4. MAINTENANCE

a. No Use of Facility

XIII. ADJOURNMENT

POLICY 2nd Reading

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2464/page 1 of 3 Gifted and Talented Students M

2464 GIFTED AND TALENTED STUDENTS

The Board of Education recognizes its responsibility to identify gifted and talented students within the school district and to provide these students with appropriate instructional adaptations and services. To that end, the Board directs each such student in the school district be identified and offered an appropriate educational program and services.

For purposes of this Policy, “gifted and talented students” means students who possess or demonstrate high levels of ability, in one or more content areas when compared to their chronological peers in the district and who require modification of their educational program if they are to achieve in accordance with their capabilities.

For the purpose of this Policy, “instructional adaptation” means an adjustment or modification to instruction enabling a student who is gifted and talented to participate in, benefit from, and demonstrate knowledge and application of the New Jersey Student Learning Standards in one or more content areas at the instructional level of the student, not just the student’s grade level.

The Superintendent of Schools or designee shall ensure that the appropriate instructional adaptations are designed for students who are gifted and talented.

The Superintendent or designee will develop procedures for an ongoing Kindergarten through grade twelve identification process for gifted and talented students that includes multiple measures in order to identify student strengths in intellectual ability, creativity, or a specific academic area. The district shall ensure equal access to a continuum of gifted and talented education services. The identification process shall include consideration of all students, including those who are English language learners and those with Individualized Education Plans or 504 Plans.

The Superintendent or designee will develop and document appropriate curricular and instructional modifications used for gifted and talented students indicating content, process, products, and learning environments, and including, but not limited to, additional education activities such as academic competitions, guest speakers, and lessons with a specialist.

The Superintendent or designee will take into consideration the Gifted Programming Standards Position Statements, and White Papers of the National Association for Gifted Children in identifying and serving gifted and talented students.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2464/page 2 of 3 Gifted and Talented Students

The district will provide the time and resources to develop, review, and enhance instructional tools with modifications for helping gifted and talented students acquire and demonstrate mastery of the required knowledge and skills specified by the standards at the instructional level of the student.

The district will actively assist and support professional development for teachers, educational services staff, and school leaders in the area of gifted and talented instruction.

The district shall file with the New Jersey Department of Education Coordinator for Gifted and Talented Services a report by October 1, 2020 and thereafter on a schedule that coincides with the school district’s New Jersey Quality Single Accountability Continuum (QSAC) review pursuant to N.J.S.A. 18A:7A-11. The report shall include, but not be limited to, the gifted and talented continuum of services, policies, and procedures implemented in the school district; the total number of students receiving gifted and talented services in each grade level Kindergarten through grade twelve disaggregated by race, gender, special education designation, and English language learner designation; the professional development opportunities provided for teachers, educational services staff, and school leaders about gifted and talented students, their needs, and educational development; and the number of staff employed by the school district whose job responsibilities include identification of and providing services to gifted and talented students. Programs for gifted and talented students will be periodically evaluated for their continuing efficacy and adjusted accordingly.

The parent of any student identified as gifted or talented shall be consulted regarding any program designed to address the student’s particular needs.

An individual who believes that the district has not complied with the provisions of N.J.S.A. 18A:35-34 et seq. may file a complaint with the Board of Education. This policy for filing a complaint shall be linked to the homepage of the Board’s Internet website. The Board shall issue a decision, in writing, to affirm, reject, or modify the district’s action in the matter. The individual may then file a petition of appeal of the Board’s written decision to the Commissioner of Education through the Office of Controversies and Disputes in accordance with N.J.S.A. 18A:6-9 and the procedures set forth in State Board of Education regulations.

The district shall make detailed information available on its website regarding the policies and procedures used to identify students as gifted and talented and the continuum of services offered to gifted and talented students. The information shall include the criteria used for consideration for eligibility for the gifted and talented services, including the multiple measures used in the identification process to match a student’s needs with services, and any applicable timelines in the identification process.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2464/page 3 of 3 Gifted and Talented Students

N.J.S.A. 18A:61A-2; 18A:35-4.16; 18A:35-34 through 39 N.J.A.C. 6A:8-1.3; 6A:8-3.1(a)5. P.L. 108-382, Sec. 10201 et seq.

Adopted: 3 June 2009 Adopted: 7 May 2019 Adopted:

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2464/page 1 of 5 Gifted and Talented Students M

R 2464 GIFTED AND TALENTED STUDENTS

Each student in the East Orange School District is a unique individual with strengths to be nurtured and talents to be developed. Among these young people, however, are a few students with demonstrated or emerging exceptional intellectual, creative, and/or psychosocial/psychomotor abilities. They are the district's gifted population. Educators are challenged to provide these students with an enriched content and supportive environment, which supports their particular areas of giftedness. This should occur within the regular classroom, as well as, through a variety of appropriately selected out-of-classroom experiences.

Each school shall establish a School G/T Survey Committee (SGTSC) of at least five members and chaired by a building administrator or his/her designee.

Nominations are sought from a wide variety of sources to ensure that all potentially gifted and talented students have an opportunity to be considered.

The identification process yields information obtained through a variety of procedures and from multiple independent sources.

Procedures for obtaining information about students include at least two objective assessment methods such as group and individual tests of ability and achievement.

Procedures for obtaining information about students include at least two subjective assessment methods such checklists, rating scales, product evaluations, and grades.

Student placement decisions are based on multiple criteria. No single criterion or cut-score is used to include or exclude a student.

Identification of gifted and talented students is an ongoing process extending from school entry through grade twelve.

Opportunities are provided for students to be considered for placement in G/T programs throughout their school experience.

A review of students’ placement in the G/T program is made at least annually.

All data collected as part of the identification process are protected by the Family Educational Rights and Privacy Act (FERPA).

All information/data collected as part of the identification process shall be placed in an individual eligibility file for each student. These files and the information contained therein shall not be placed in the student’s cumulative record folder. The files shall be maintained in a separate locked storage facility/file cabinet, and access to the information shall be restricted

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2464/page 2 of 5 Gifted and Talented Students

to those personnel working directly with the identification process, working directly in the gifted education program, or that have a documented need to know.

Identification Process

A. Seek recommendations for students to be screened.

A student may be referred by a teacher, administrator, counselor, parent, peer, self, or any other person having reason to believe that the student should be identified as gifted or talented. The person initiating the referral shall sign the referral form and date it. School personnel shall collect the data required to satisfy the initial referral criteria.

A student shall satisfy at least three of the following criteria before moving to the assessment process:

1. Grade history of A’s and B’s in the pertinent academic area,

2. Portfolio of the student’s work indicating outstanding capabilities in the pertinent academic area,

3. District Standardized test (Renaissance Score at or above the 90th percentile) administered within the academic year,

4. State assessment (PARCC/NJSLA score of Level 5 – Exceeded Expectations) in the pertinent academic area administered within the last twelve months, or

5. Other demonstrated task commitment, creativity, achievement and/or potential abilities

B. SGTSC Review

Once the referral data has been collected, the SGTSC shall review all data and make one of the following recommendations:

1. The student has satisfied minimal criteria on at least three of the measures, and should move forward to the assessment

2. The student has not satisfied minimal criteria on at least three measures; however, the SGTSC feels strongly that additional data should be collected and the student reconsidered at that time, or

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2464/page 3 of 5 Gifted and Talented Students

3. The student has not satisfied minimal criteria on at least three measures, and the identification process should stop.

C. Parental Permission for Testing

Once the SGTSC has determined that the student should move forward to the assessment phase, school personnel shall review all data available before administering one of the following assessments.

1. Cognitive Abilities Test

2. Naglieri Nonverbal Ability Test

3. Otis-Lennon School Ability Test - Online

D. Complete the G/T Screening Data Summary Profile

Upon receipt of the assessment scores, one or more of the committee members must complete the matrices. Once the Assessment Report is finished, the SGTSC shall meet and review all data and determine if eligibility criteria have or has not been satisfied. The SGTSC shall rule that the student is or is not eligible for the creatively gifted program.

E. Notify parents of the student’s program status

School personnel shall notify in writing the parents of each student tested for the academic gifted program about the assessment results. School personnel shall offer to explain any of the results that parents have questions about.

Written parental permission for placement shall be obtained before the student is placed in the program.

F. Complete the G/T Roster and update Focus SIS fields

Program Components

To accomplish its philosophy, the East Orange School District’s Gifted Program will provide a continuum of services for the exceptional learner, designed to address specific needs and levels of giftedness from Kindergarten through grade 12. Gifted programming options are provided during the regular school schedule.

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2464/page 4 of 5 Gifted and Talented Students

A. Kindergarten through Grade 5

Students identified as gifted learners in the primary grades will receive enrichment programming in the general education classroom with extensions to the classroom curriculum. Extensions will include adjustments to the curriculum for students who have already mastered grade level material that enhance critical and creative thinking, logical reasoning, and problem solving strategies through project-based learning.

B. Grades 6 – 8

Students identified as advanced learners in the middle grades will receive academic instruction at the honors level in all four major content areas: English Language Arts, Math, Science and Social Studies. The honors program provides an acceleration of curriculum and instructional pacing to those who have already mastered grade level content, as well as the opportunity to enroll in advanced courses earlier in their middle school career. In honors courses the level and complexity of the curriculum is matched with readiness and motivation of the advanced learner.

C. Grades 9 – 12

Students identified as advanced learners in secondary grades will receive academic instruction at the honors and/or advanced placement level in all major content areas and in specialized courses as identified in the East Orange High School Program of Study. Advanced coursework affords students the opportunity to master accelerated curriculum as well as earn college credits through dual enrollment.

D. Differentiated Instruction

Effective differentiated instruction will be available in the general education classroom to ensure that all students meet their highest potential. Differentiation will consist of carefully planned, coordinated learning experiences in ELA, Math, Social Studies, and Science that extend the core curriculum strategies of enrichment and integrate instructional strategies that engage learners at appropriate levels of challenge. In addition, in ELA, diagnostic assessments are used to determine student readiness for reading. Content-area instruction is supported with carefully leveled texts that cover essential content at the “just right” reading level for each student. The guided reading program ensures success in reading, writing, and comprehension and helps move students toward independent reading.

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2464/page 5 of 5 Gifted and Talented Students

Annual Reassessment

The SGTSC shall meet at least annually to reassess each G/T student’s continuation in the program. Documentation of the meeting must be maintained and must include the name(s) of the student(s) discussed, a list of the committee members present, and the date of the meeting. Since participation in the gifted program is an entitlement under law, the student should remain in the gifted program as long as they are being successful in the program. Grades and/or success in the regular education program is the responsibility of the regular classroom teachers and should not be considered as a reason for removal from the gifted program. Should the committee determine that the student should exit the program due to lack of progress in the program and/or unsatisfactory participation in the program, the student’s parents must be notified and given the opportunity to discuss the decision with the committee before the student is removed. Should the parents not agree to the removal of the student from the program, the school shall grant the parents a hearing.

Issued: 3 June 2009 Issued: 7 May 2019 Issued:

POLICY 1st Reading

Policy/Regulations East Orange Board of Education

ADMINISTRATION - POLICY 1620/page 1 of 5 Administrative Employment Contracts

1620 ADMINISTRATIVE EMPLOYMENT CONTRACTS

The Executive County Superintendent shall review and approve for all Superintendents, Deputy Superintendents of Schools, Superintendents of Schools reappointed pursuant to N.J.S.A. 18A:17-20.1, Deputy Superintendents of Schools, Assistant Superintendents of Schools, and School Business Administrators, including any interim, acting, or person otherwise serving in these positions, in school districts, county vocational school districts, county special services school districts and other districts, except charters, within the County under the supervision of the Executive County Superintendent:

1. New employment contracts, including contracts that replace expired contracts for existing tenured and non-tenured employees;

2. Renegotiations, extensions, amendments, or other alterations of the terms of existing employment contracts that have been previously approved by the Executive County Superintendent; and

3. Provisions for contract extensions where such terms were not included in the original employment contract or are different from the provisions contained in the original approved employment contract.

In counties where there is no Executive County Superintendent an Executive County Superintendent from another county shall be designated by the Commissioner to review and approve all contracts listed above.

The contract review and approval shall take place prior to any required public notice and hearing pursuant to N.J.S.A. 18A:11-11 and prior to the Board of Education approval and execution of the contracts to ensure compliance with all applicable laws, including but not limited to N.J.S.A. 18A:30-3.5, 18A:30-9, 18A:17-15.1 and 18A:11-12.

In accordance with the provisions of N.J.S.A. 18A:11-11 and N.J.A.C. 6A:23A-3.1(c)1, the public notice and public hearing required shall be applicable to a Board of Education that renegotiates, extends, amends, or otherwise alters the terms of an existing contract with a Superintendent of Schools, Deputy Superintendent of Schools, Assistant Superintendent of Schools, or School Business Administrator. In accordance with N.J.S.A. 18A:11-11, notice must be provided to the public at least thirty days prior to the scheduled action by the Board. The Board shall also hold a public hearing and shall not take any action on the matter until the hearing has been held. The Board shall provide the public with at least ten days’ notice of the public hearing.

Policy/Regulations East Orange Board of Education

ADMINISTRATION - POLICY 1620/page 2 of 5 Administrative Employment Contracts

In accordance with N.J.A.C. 6A:23A-3.1(c)1, the public notice and public hearing required pursuant to N.J.S.A. 18A:11-11 shall not apply to new contracts, including contracts that replace expired contracts for existing employees in one of these positions, whether tenured or not tenured. Nothing shall preclude a Board from issuing a public notice and/or holding a public hearing on new contracts, including new contracts that replace expired contracts for existing tenured and non-tenured employees.

The public notice and public hearing required pursuant to N.J.S.A. 18A:11-11 is also required in the event an existing contract for a Superintendent of Schools, Deputy Superintendent of Schools, Assistant Superintendent of Schools, or School Business Administrator is rescinded or terminated by the Board of Education before it is due to expire and the parties agree to new employment terms.

In connection with the Executive County Superintendent’s review of the contract, the Board shall provide the Executive County Superintendent with a detailed statement setting forth the total cost of the contract for each applicable year, including salary, longevity (if applicable), benefits and all other emoluments.

The review and approval of the employment contracts of Superintendents of Schools, Deputy Superintendents of Schools, Assistant Superintendents of Schools, and School Business Administrators conducted by the Executive County Superintendent shall be consistent with the following additional standards outlined in N.J.S.A. 18A:7-8.1 and N.J.A.C. 6A:23A-3.1:

1. Contracts for each class of administrative position shall be comparable with the salary, benefits and other emoluments contained in the contracts of similarly credentialed and experienced administrators in other school districts in the region with similar enrollment, academic achievement levels and challenges, and grade span.

2. No contract shall include provisions that are inconsistent with the travel requirements pursuant to N.J.S.A. 18A:11-12 and N.J.A.C. 6A:23A-7 including, but not limited to, the provisions for mileage reimbursement and reimbursement for meals and lodging in New Jersey. Any contractual provision that is inconsistent with law is superseded by the law.

3. No contract shall include provisions for the reimbursement or payment of employee contributions that are either required by law or by a contract in effect in the school district with other teaching staff members, such as payment of the employee’s State or federal taxes, or of the employee’s contributions to FICA, Medicare, State pensions and annuities (TPAF), life insurance, disability insurance (if offered), and health benefit costs.

Policy/Regulations East Orange Board of Education

ADMINISTRATION - POLICY 1620/page 3 of 5 Administrative Employment Contracts

4. No contract shall contain a payment as a condition of separation from service that is deemed by the Executive County Superintendent to be prohibited or excessive in nature. The payment cannot exceed the lesser of the calculation of three months’ pay for every year remaining on the contract with pro-ration for partial years, not to exceed twelve months, or the remaining salary amount due under the contract.

5. No contract shall include benefits that supplement or duplicate benefits that are otherwise available to the employee by operation of law, an existing group plan, or other means; e.g., an annuity or life insurance plan that supplements or duplicates a plan already made available to the employee. Notwithstanding the provisions of this section, a contract may contain an annuity where those benefits are already contained in the existing contract between the employee and the district.

6. Contractual provisions regarding accumulation of sick leave and supplemental compensation for accumulated sick leave shall be consistent with N.J.S.A. 18A:30-3.5. Supplemental payment for accumulated sick leave shall be payable only at the time of retirement and shall not be paid to the individual’s estate or beneficiaries in the event of the individual’s death prior to retirement. Pursuant to N.J.S.A. 18A:30-3.2, a new Board of Education contract may include credit of unused sick leave in accordance with the new Board of Education’s policy on sick leave credit for all employees.

7. Contractual provisions regarding accumulation of unused vacation leave and supplemental compensation for accumulated unused vacation leave shall be consistent with N.J.S.A. 18A:30-9. Contractual provisions for payments of accumulated vacation leave prior to separation can be included but only for leave accumulated prior to June 8, 2007 and remaining unused at the time of payment. Supplemental payments for unused vacation leave accrued consistent with the provisions of N.J.S.A. 18A:30-9 after June 8, 2007 as well as unused vacation leave accumulated prior to June 8, 2007 that has not been paid, shall be payable at the time of separation and may be paid to the individual’s estate or beneficiaries in the event of the individual’s death prior to separation.

8. Contractual provisions that include a calculation of per diem for twelve month employees shall be based on a two hundred sixty day work year.

9. No provision for a merit bonus shall be made except where payment is contingent upon achievement of quantitative merit criterion and/or qualitative merit criterion:

Policy/Regulations East Orange Board of Education

ADMINISTRATION - POLICY 1620/page 4 of 5 Administrative Employment Contracts

a. A contract may include no more than three quantitative merit criteria and two qualitative merit criteria per contract year.

b. The Executive County Superintendent shall approve or disapprove the selection of quantitative merit and qualitative merit criteria and the data that forms the basis of measuring the achievement of quantitative merit and qualitative merit criteria.

c. A contract may provide for merit bonuses in an amount not exceeding 3.33 percent of annual salary for each quantitative merit criterion achieved and 2.5 percent of annual salary for each qualitative merit criterion achieved. Any such merit bonus shall be considered "extra compensation" for purpose of N.J.A.C. 17:3-4.1 and shall not be cumulative.

d. The Board of Education shall submit to the Executive County Superintendent a resolution certifying that a quantitative merit criterion or a qualitative merit criterion has been satisfied and shall await confirmation of the satisfaction of that criterion from the Executive County Superintendent prior to payment of any merit bonus.

10. No provision for a bonus shall be made except where payment is contingent upon achievement of measurable specific performance objectives expressly contained in a contract approved pursuant to N.J.A.C. 6A:23A-3.1, where compensation is deemed reasonable relative to the established performance objectives and achievement of the performance objectives has been documented to the satisfaction of the Board of Education.

11. No provision for payment at the time of separation or retirement shall be made for work not performed except as otherwise authorized in N.J.A.C. 6A:23A-3.1 and N.J.S.A. 18A:7-8.1.

12. No contract shall include a provision for a monthly allowance except for a reasonable car allowance. A reasonable car allowance shall not exceed the monthly cost of the average monthly miles traveled for business purposes multiplied by the allowable mileage reimbursement pursuant to applicable law and regulation and New Jersey Office of Management and Budget NJOMB circulars. If such allowance is included, the employee shall not be reimbursed for business travel mileage nor assigned permanently a car for official district business. Any provision of a car for official district business must conform with N.J.A.C. 6A:23A-6.12 and be supported by detailed justification. No contract shall include a provision of a dedicated driver or chauffer.

Policy/Regulations East Orange Board of Education

ADMINISTRATION - POLICY 1620/page 5 of 5 Administrative Employment Contracts

13. All Superintendent contracts shall include the required provision pursuant to N.J.S.A. 18A:17-51 which states that in the event the Superintendent’s certificate is revoked, the contract is null and void.

14. No contract shall include a provision for additional compensation upon the acquisition of a graduate degree unless the graduate degree is conferred by a regionally accredited college or university as defined in applicable regulations. No contract shall include a provision for assistance, tuition reimbursement, or additional compensation for graduate school coursework, unless the coursework culminates in the acquisition of a graduate degree conferred by a regionally accredited college or university as defined in applicable regulations.

The review and approval of an employment contract for the Superintendent of Schools shall not include maximum salary amounts pursuant to N.J.S.A. 18A:7-8.j.

Any actions by the Executive County Superintendent undertaken pursuant to N.J.S.A. 18A:7- 8.1, N.J.A.C. 6A:23A-3.1 and this Policy may be appealed to the Commissioner of Education pursuant to the procedures set forth at N.J.A.C. 6A:3, Controversies and Disputes.

N.J.S.A. 18A:7-8; 18A:7-8.1; 18A:11-11 N.J.A.C. 6A:23A-3.1; 6A:23A-7 et seq.

Adopted: 5 November 2008 Adopted: 14 September 2010 Adopted: 12 June 2018 Adopted:

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2431/page 1 of 5 Athletic Competition

2431 ATHLETIC COMPETITION

The Board of Education recognizes the value of athletic competition as an integral part of the total school experience. Sports and other athletic activities provide opportunities to learn the values of competition and good sportsmanship.

For the purposes of this Policy, programs of athletic competition includes all activities relating to competitive sports contests, games, practices, scrimmages, and events or sports exhibitions involving individual students or teams of students when such events occur within or between schools within this district or with any schools outside this district. The programs of athletic competition shall include, but are not limited to, high school interscholastic athletic programs, middle school interscholastic athletic programs where school teams or squads play teams or squads from other school districts, intramural athletic programs within a school or among schools in the district and any cheerleading program or activity in the school district.

Eligibility Standards

A student who wishes to participate in a program of athletic competition must submit, on a form provided by the district, the signed consent of his/her parent. The consent of the parent of a student who wishes to participate in a program of athletic competition athletics will include an acknowledgment of the physical hazards that may be encountered in the activity in accordance with N.J.A.C. 6A:32-9.1(d) and (e).

Student participation in a program of athletic competition shall be governed by the following eligibility standards:

For School Districts with High School Students

1. To be eligible for participation in the interscholastic athletic program of a New Jersey State Interscholastic Athletic Association (NJSIAA) member schools all high school students must meet, at a minimum, all the eligibility requirements of the Constitution, Bylaws, and Rules and Regulations of the NJSIAA.

Home schooled children are eligible to participate in the high school interscholastic athletic program of this district only if the school district, the parent/guardian, and the home schooled child comply with the Guidelines, Constitution, Bylaws, Rules and Regulations of NJSIAA, and the policies and regulations of the Board of Education.

2. A student in any grade who fails to observe school rules for student conduct may forfeit his/her eligibility for participation in school district sponsored athletic/sports program.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2431/page 2 of 5 Athletic Competition

3. A student in any grade must maintain a satisfactory record of attendance to be eligible for participation in school district sponsored programs of athletic competition. An attendance record is unsatisfactory if the number of unexcused absences exceed 9 school days in the marking period, prior to the student commencing participation in school district sponsored programs of athletic competition.

A student who is absent with an unexcused absence for a school day may not participate in school district sponsored programs of athletic competition the afternoon or evening of the school day.

A student who is serving an in-school or out-of-school suspension may not participate in school district sponsored programs of athletic competition while serving the suspension.

4. A student in any grade who fails to observe school rules for student conduct may forfeit his/her eligibility for participation in school district sponsored programs of athletic competition.

Notice of the school district’s eligibility requirements shall be available to students.

Required Examinations – Interscholastic or Intramural Team or Squad

Student enrolled in grades six to twelve must receive a medical examination, in accordance with the provisions of N.J.S.A. 18A:40-41.7, prior to participation in school-sponsored interscholastic or intramural team or squad and any cheerleading program or activity.

The examination shall be conducted within 365 days prior to the first day of official practice in an athletic season with examinations being conducted at the medical home of the student. The “medical home” is defined as a health care provider and that provider’s practice site chosen by the student’s parent(s) for the provision of health care pursuant to NJAC 6A:16-1.3. If a student does not have a medical home, the school district shall provide the examination at the school physician’s office or other comparably equipped facility. The parent(s) may choose either the school physician or their own private physician to provide this medical examination. The medical examination required prior to participation shall be in accordance with the requirements as outlined in N.J.A.C. 6A:16-2.2(h)1 and Regulation 2431.2 and shall be documented using the Preparticipation Physical Evaluation form required by the Department of Education.

The school district shall distribute the Commissioner of Education developed sudden cardiac arrest pamphlet to a student participating in or desiring to participate in an athletic activity, as defined in N.J.S.A. 18A:40-41.e., and the student’s parent(s) shall each year and prior to participation by the student in an athletic activity comply with the requirements of N.J.S.A. 18A:40-41.d.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2431/page 3 of 5 Athletic Competition

The school district shall annually distribute the Commissioner of Education developed educational fact sheet relative to use and misuse of opioid drugs for sports related injuries to parents of students who participate in athletic activities and comply with the requirements of N.J.S.A. 18A:40-41.10.

Information concerning a student’s HIV/AIDS status shall not be required as part of the medical examination or health history pursuant to N.J.S.A. 26:5C-1 et seq. The health findings of this medical examination shall be maintained as part of the student’s health record.

Emergency Procedures

Athletic coaches shall be trained in first aid, to include sports-related concussion and head injuries, the use of a defibrillator, the identification of student athletes who are injured or disabled in the course of any athletic program or activity, and any other first aid procedures or other health related trainings required by law or the Superintendent.

The Superintendent or designee shall establish and implement an emergency action plan for responding to a serious or potentially life-threatening sports-related injury in accordance with N.J.S.A. 18A:40-41.11. The plan shall document the proper procedures to be followed when a student sustains a serious injury while participating in sports or other athletic activity in accordance with N.J.S.A. 18A:40-41.11.

The emergency action plan shall be reviewed annually and updated as necessary. The plan shall be rehearsed annually in each school by the individuals who will be responsible for executing the plan in an emergency pursuant to N.J.S.A. 18A:40-41.11.

The Superintendent or designee shall prepare procedures for responding to a non-serious or non-life threatening injury sustained by a student while participating in sports or other athletic activities. These procedures shall be reviewed annually, updated as necessary and disseminated to appropriate staff members.

Academic Standards

All students will be expected to have successfully completed academic courses amounting to the normal progression expected of students toward meeting minimum State academic requirements for graduation (State minimum). In other words, a student entering his/her second semester of freshman year will be expected to have successfully completed one-eighth of the State minimum. Thereafter, as a student progresses through his/her secondary career, he/she will be expected to have completed satisfactorily one-eighth of the State minimum for each semester of attendance in a secondary school (e.g. twenty-five percent of the State minimum entering his/her third year and seventy-five percent of the State minimum upon entering his/her fourth year of secondary school).

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2431/page 4 of 5 Athletic Competition

It must be emphasized that these academic standards are minimal requirements.

1. According to regulations of the New Jersey State Board of Education, credits must be assigned equally to all secondary school courses. Thus, courses which at one time were considered “minor” e.g., physical education, art, music, industrial arts, etc., must be included in the determination of academic credits.

2. It is recognized that students may accelerate their academic programs during their first three years of secondary schooling. Consequently, such students may be eligible in the second semester of their senior year even when they carry less than 12 1/2 % of the State minimum during the first semester provided they are meeting their school district's graduation requirements and are passing all courses in which they are enrolled.

3. Schools will not be permitted to "average" academic achievement for students so as to allow them to be eligible even though they have not accumulated the requisite proportion of the State minimum according to their semester of attendance (e.g., a school may not allow a student who failed two courses in his/her first semester because he/she received an "A" in the remaining courses, so as to constitute an average of "C" or above for all courses).

4. If a student is to be graduated in June, has left school, but has re-enrolled, he/she will be eligible thirty calendar days from the date of re-enrollment. However, the student must meet requirements as delineated in the local attendance policy.

5. If a student has continued enrollment while absent from school, he/she will be eligible provided he/she is enrolled in and attends at least one course.

6. An athlete whose education is interrupted after his/her entrance into the ninth grade and who does not pass the required courses at the end of the semester, upon being readmitted at the beginning of the next semester, is ineligible for failure to meet the requirements of this section.

7. An athlete who is ineligible under Section 6 of this policy may become eligible for the remainder of the winter sports season on February 1 if he/she meets the requirements as described in the opening paragraph of this policy.

8. Any summer work for make-up purposes, completed and approved by school before the sixth school day, in the semester starting September, may be used for eligibility purposes.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2431/page 5 of 5 Athletic Competition

Interscholastic Standards

The Board shall approve annually a program of interscholastic athletics and shall require that all facilities utilized in that program, whether or not the property of this Board, properly safeguard both players and spectators and are kept free from hazardous conditions.

The Board adopts the Constitution, Bylaws, Rules, and Regulations of the New Jersey State Interscholastic Athletic Association as Board policy and shall review such rules on a regular basis to ascertain they continue to be in conformity with the objectives of this Board.

The Superintendent shall annually prepare, approve, and present to the Board for its consideration a program of interscholastic athletics that includes a complete schedule of athletic events shall inform the Board of changes in that schedule.

N.J.S.A. 2C:21-11 N.J.S.A. 18A:11-3 et seq.; 18A:40-41; 18A:40-41.10; 18A: 40-41.11 N.J.A.C. 6A:7-1.7(d); 6A:16-1.4; 6A:16-2 et seq.; 6A:32-9.1

Adopted: 3 June 2009 Adopted: 8 May 2012 Adopted: 12 March 2013 Adopted: 10 May 2016 Adopted: 28 June 2018 Adopted:

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2431.1/page 1 of 5 Emergency Procedures for Sports And Other Activities

R 2431.1 EMERGENCY PROCEDURES FOR SPORTS AND OTHER ACTIVITIES

A. Definitions

1. “Athletic Activity” means interscholastic athletics; an athletic contest or competition, other than interscholastic athletics, that is sponsored by or associated with a school district or nonpublic school, including cheerleading and club-sponsored sports activities; and any practice or interschool practice or scrimmage for those activities.

2. “Health personnel” means the school nurse, the school medical inspector, the designated team doctor, a licensed physician, the licensed athletic trainer and members of the first aid squad or ambulance team.

3. “Parent” means the natural parent(s) or adoptive parent(s), legal guardian(s), foster parent(s) or parent surrogate(s) of a student. Where parents are separated or divorced, “parent” means the person or agency who has legal custody of the student, as well as the natural or adoptive parent(s) of the student, provided such parental rights have not been terminated by a court of appropriate jurisdiction.

B. Precautions

1. All coaches, including assistant coaches, and all staff who supervise sports and other athletic activity will be trained in first aid to include sports-related concussions and head injuries, the identification of injured and disabled student athletes, and any other first aid procedures required by statute, administrative code, or by the Superintendent.

2. Athletic coaches or supervising staff members are responsible at all times for the supervision of students to whom they have been assigned. Students shall not be left unattended at any time.

3. Students who participate in athletic competition shall be trained in proper athletic procedures, in the proper use of athletic equipment, and in the proper use of protective equipment and clothing.

4. Student athletes shall be required to report promptly to the athletic coach or supervising staff member any injury occurring to the student himself/herself or to another student.

5. First aid supplies and equipment shall be readily available at all athletic activities and shall be maintained in proper condition.

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2431.1/page 2 of 5 Emergency Procedures for Sports And Other Activities

6. First aid and emergency medical procedures will utilize universal precautions in handling blood and body fluids as indicated in Policy and Regulation No. 7420 and Regulation No. 7420.1.

7. Health personnel, including but not limited to, the licensed athletic trainer, school/team physician, and ambulance/first aid squad may be present at athletic activities and events as determined by the Superintendent.

C. Emergency Action Plan and Procedures

1. The Board of a school district with any of the grades six through twelve shall establish and implement an emergency action plan for responding to a serious or potentially life-threatening sports-related injury in accordance with N.J.S.A. 18A:40-41.11. The plan shall document the proper procedures to be followed when a student sustains a serious injury while participating in sports or other athletic activity. The plan shall be specific to the activity site, and shall be developed in consultation with local emergency medical services personnel in accordance with N.J.S.A. 18A:40-41.11.

2. The following emergency action plan shall be established and implemented whenever a student is seriously injured when participating in sports or other athletic activity. The emergency action plan shall include the following:

a. A list of the employees, team coaches, and licensed athletic trainers in each school who are trained in first aid or cardio-pulmonary resuscitation;

b. Identification of the employees, team coaches, or licensed athletic trainers in each school who will be responsible for carrying out the emergency action plan and a description of their respective responsibilities;

c. Identification of the activity location or venue;

d. Identification of the equipment and supplies that may be needed to respond to the emergency, including the location of each item; and

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2431.1/page 3 of 5 Emergency Procedures for Sports And Other Activities

e. A description of the proper procedures to be followed after a student sustains a serious or life threatening sports-related injury including, but not limited to, responding to the injured student, summoning emergency medical care, assisting emergency responders in getting to the injured student, and documenting the actions taken during the emergency.

3. The emergency action plan shall be reviewed annually and updated as necessary. The plan shall be rehearsed annually in each school by the individuals who will be responsible for executing the plan in an emergency pursuant to N.J.S.A. 18A:40-41.11.

4. The proper procedures to be followed after a student sustains a serious or life-threatening sports-related injury while participating in sports or other athletic activity shall include, but not be limited to, the following components:

a. The athletic coach or supervising staff member shall immediately notify the health personnel present at the activity and the health personnel shall assume responsibility for the emergency treatment of the student.

b. If no health personnel are present, or if none can be immediately summoned to the student's aid, the athletic coach or supervising staff member shall administer such first aid as may be necessary.

c. If the student's injury requires more than routine first aid, the athletic coach or supervising staff member shall:

(1). Summon emergency personnel by calling 911; or

(2). Arrange for the student's transportation to the nearest hospital or the office of the school physician.

d. The athletic coach or supervising staff member shall promptly notify the Building Principal, the Superintendent, and the student's parent(s) of the student's injury and the condition and location of the student.

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2431.1/page 4 of 5 Emergency Procedures for Sports And Other Activities

e. An injured student who has been transported away from school premises must be accompanied by the athletic coach or supervising staff member, a member of the athletic department, a health professional, or other responsible adult known to the athletic coach or supervising staff member.

5. These emergency procedures may be followed when the injured student is a member of a visiting team or district. In the event the visiting team has health personnel or staff members present, every effort shall be made to cooperate with the health personnel and/or staff of the district in which the student is enrolled.

D. Non-Serious or Non-Life-Threatening Injuries During an Athletic Program or Activity

The Superintendent or designee shall prepare procedures for responding to a non-serious or non-life-threatening injury sustained by a student while participating in sports or other athletic activity. These procedures shall be reviewed annually and updated as necessary and shall be disseminated to appropriate staff members.

E. Reports

1. The athletic coach supervising staff member shall complete and file a report of every injury that occurs to a student in the course of his/her participation in sports or other athletic activity regardless of the severity of the injury. The report shall include:

a. The date of the incident;

b. The name, age, and grade level of each injured student;

c. The district in which the student is enrolled;

d. The name and district of each student involved in the incident;

e. A narrative account of the incident;

f. A detailed description of the injury;

g. The treatment given on school premises and the names of the health personnel, if any, who treated the student;

Policy/Regulations East Orange Board of Education

PROGRAM - REGULATION R 2431.1/page 5 of 5 Emergency Procedures for Sports And Other Activities

h. The place, if any, to which the student was taken and the persons who accompanied the student; and

i. How the notice was provided to the student's parent(s).

2. Copies of the report shall be filed with the school nurse and the Building Principal within twenty-four hours or by the end of the next school day after the incident.

3. The Building Principal shall report the incident to the Superintendent, who may report the incident to the Board.

4. A copy of each report of an incident of student injury that occurs in the course of athletic activities shall be maintained by the athletic director, who shall analyze reports for patterns that indicate a need for revision of the district's safety and/or athletics program. The athletic director shall report the findings of his/her analysis to the Superintendent at the close of each sport season.

5. The parent(s) of each injured or disabled student will be given assistance in the completion and filing of insurance claim forms.

E. Readmission to Athletic Activities

A student injured or disabled in the course of an athletic activity will be permitted to participate in athletic competition only on the written permission of the school medical inspector or designated team doctor, who must first examine the student to determine his/her fitness to participate in athletics. Written notice of that determination, signed by the school medical inspector or designated team doctor as appropriate, shall be given to the student's parent(s).

The prevention and treatment of suspected sports-related concussions and head injuries shall be in accordance with the provisions of N.J.S.A. 18A:40-41.1 et seq. and Policy and Regulations 2431.4.

Adopted: 3 June 2009 Adopted: 12 March 2013 Adopted: 10 October 2017 Adopted:

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2451/page 1 of 4 Adult High School Sept 20 M

2451 ADULT HIGH SCHOOL

The Board of Education may determine a need exists in the community for the provision of educational services that will enable out-of-school adults to qualify for a State- endorsed high school diploma issued by the Board. The purpose of this program is to provide comprehensive life-long learning opportunities for adults. Accordingly, the Board may establish and implement a State-approved adult high school in accordance with rules of the State Board of Education.

The Board of Education may open and operate an adult high school, which shall offer adults opportunity, accessibility, and flexibility while maintaining high standards inherent in the awarding of a high school diploma pursuant to N.J.S.A. 18A:49-1 et seq., 18A:50-1 et seq., and 18A:50A-1 et seq. Courses shall be sufficiently varied for meeting the educational needs of adults and shall be designed to challenge participants to achieve their highest level of educational ability.

An educational plan shall be developed for each student in the district’s adult high school program reflecting the student’s past academic record, an analysis of past experiences for which credit may be awarded, graduation requirements, and a proposed schedule of courses for the current school year leading to completion of graduation requirements.

Eligibility for Enrollment (N.J.A.C. 6A:20-2.2)

To qualify for enrollment in the adult high school, a person shall:

1. Be a New Jersey resident;

2. Meet the age and out-of-school requirement at N.J.A.C. 6A:20-1.3;

a. A person enrolled in secondary school with senior standing who lacks an opportunity to take at his or her secondary school courses that are available in an adult high school shall be exempt from the out-of-school requirement provisions of N.J.A.C. 6A:20-1.3, provided the Superintendents of both the sending and receiving school districts approve in a written joint agreement the participation of such a person on a space-available basis in an adult high school. The written approval shall explicitly state the course(s) to be taken and the time frame covered by the agreement. Tuition established by the receiving school district on a cost- recovery basis may be charged to the sending school district for persons enrolled under this exception.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2451/page 2 of 4 Adult High School

3. Have not earned a locally issued, State-endorsed high school diploma;

a. Persons holding locally issued high school diplomas may enroll in an adult high school on a space-available basis for the express purpose of supplementing their high school record. Tuition established by the host school district on a cost-recovery basis may be charged to persons enrolling under this exception; and

4. Complete and sign an application for enrollment including a statement of responsibilities.

Adults with Special Needs (N.J.A.C. 6A:20-2.3)

Limited English proficient adults shall be required to demonstrate language fluency on a State-approved English proficiency assessment at a score level determined by the State Board of Education in accordance to N.J.A.C. 6A:20-2.3(a).

For an adult with previous experience in a special education program now seeking similar services at an adult high school, the Principal of the adult high school shall request, with the concurrence of the adult, the most recent evaluation and individualized educational plan (IEP) for the adult from the high school of last attendance, provided the evaluation was made within the last three years pursuant to N.J.A.C. 6A:20-2.3(b).

1. The Principal shall review the IEP to determine the services required by the plan and also the availability of such services at the adult high school.

a. If the IEP can be carried out, it shall serve as the instructional guide for the adult.

b. If the Principal determines the IEP cannot be carried out, the Principal shall promptly refer the adult to the nearest adult high school with staff available to offer the special services required in the IEP or to appropriate county or State agencies or institutions with resources and personnel able to serve the special needs of the adult.

2. If the evaluation was made more than three years prior to application to the adult high school, the IEP may not serve as a guide for the adult’s instructional program at the adult high school.

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2451/page 3 of 4 Adult High School

Disabled adults without previous experience in a special education program or individuals with IEPs that have been issued more than three years prior to their application to the adult high school shall be counseled regarding educational options that would lead to high school graduation and shall be served to the maximum extent appropriate to the needs of the disabled adult within the capability of the program to provide such services in accordance to N.J.A.C. 6A:2.3(c).

Graduation Requirements (N.J.A.C. 6A:20-2.4)

Adult high school students must pass the Statewide assessment test for graduation. When an adult is unable to pass the Statewide assessment test, there shall be further evaluation through the Alternative High School Assessment pursuant to N.J.A.C. 6A:8, Standards and Assessments. When limited English proficient adults are unable to pass the Statewide assessment test, they shall be further evaluated through the Alternative High School Assessment pursuant to N.J.A.C. 6A:8 and shall demonstrate English language fluency on a State-approved English proficiency assessment as a requirement for graduation.

When operating an adult high school, the Board shall meet the requirements for high school graduation pursuant to N.J.A.C. 6A:8-5 and Policy 5460.

The staff of the adult high school shall distribute to each entering adult a copy of all State and local adult high school graduation requirements. At the beginning of each course, all adults shall receive a list of proficiencies required for the successful completion of the course.

Successful completion of the requirements as outlined in N.J.A.C. 6A:20-2.4(a) and (b) and those established by the Board of Education shall be required as conditions for awarding a locally issued, State-endorsed diploma.

The Board shall not issue an adult high school diploma without State approval of the adult high school program and without signed verifications for all credit awarded for experience and an official transcript(s) being on file.

Award of Credit (N.J.A.C. 6A:20-2.5)

A Board of Education operating an adult high school shall annually adopt at a public meeting policies that provide for the awarding of credit, subject to the provisions outlined in N.J.A.C. 6A:20-2.5(a)1. through 6A:20-2.5(a)12.

Awarding of Credit for Foreign Students (N.J.A.C. 6A:20-2.6)

Policy/Regulations East Orange Board of Education

PROGRAM - POLICY 2451/page 4 of 4 Adult High School

Credit for the equivalent of American secondary school studies experienced in a foreign country shall be reviewed by a recognized foreign credential evaluation expert or service following an evaluation of transcript(s) presented by the adult. The cost of such review shall be borne by the adult student.

Maintaining Student Records (N.J.A.C. 6A:20-2.7)

The adult high school program shall have the responsibility to compile, maintain, and retain student records, including daily attendance records, and to regulate access to and security of such records.

Attendance records will be compiled and maintained in accordance with Board Policy No. 9330 and State Board of Education rules governing student records and with law and State Board of Education rules governing financial records.

Staffing (N.J.A.C. 6A:20-2.8)

Pursuant to N.J.A.C. 6A:20-2.8, the adult high school shall have an adequate number of professional staff, properly certified for their respective assignments; however, persons involved in adult advisement shall be certified as either a Principal, supervisor, counselor, or teacher. The Board of Education shall assign to professional staff members only position titles recognized in N.J.A.C. 6A:9B, State Board of Examiners and Certification.

Special Conditions (N.J.A.C. 6A:20-2.9)

The rules set forth elsewhere in N.J.A.C.6A governing the operation of a high school within a school district shall govern the operation of an adult high school unless otherwise explicitly stated in this Policy pursuant to N.J.A.C. 6A:20-2.

Monitoring (N.J.A.C. 6A:20-2.10)

Staff of the New Jersey Department of Education’s Adult Education Unit shall monitor the adult high school program pursuant to the monitoring process outlined in N.J.A.C. 6A:20- 1.6. The indicators of program quality with associated measures of performance as outlined in N.J.A.C. 6A:20-2.10(b) shall be used by the monitoring teams in carrying out the monitoring process in adult high schools.

N.J.S.A. 18A:7C-8; 18A:38-16; 18A:48-1; 18A:50-1 et seq. N.J.A.C. 6A:20-2.1 et seq.

Adopted:

Policy/Regulations East Orange Board of Education

STUDENTS - POLICY 5330.05/page 1 of 1 Seizure Action Plan Sept 20 M

5330.05 SEIZURE ACTION PLAN

The Board of Education requires the development of a seizure action plan, an individualized health care plan, and an individualized emergency health care plan for students with epilepsy or a seizure disorder to care for and treat these students while at school pursuant to N.J.S.A. 18A:40-12.34 et seq.

In accordance with N.J.S.A. 18A:40-12.35, the parent of the student with epilepsy or a seizure disorder seeking epilepsy or seizure disorder care while at school shall submit the student’s seizure action plan annually to the school nurse.

The school nurse shall develop an individualized health care plan and an individualized emergency health care plan for the student, provided the parents annually provide to the Board written authorization for the provision of epilepsy or seizure disorder care. The school nurse shall update these plans on an annual basis and as necessary in the event there is a change in the health status of the student. These plans shall include the information outlined in N.J.S.A. 18A:40-12.35.

In accordance with N.J.S.A. 18A:40-12.35, all staff members including staff working with school-sponsored programs outside the regular school day shall be trained in the care of students with epilepsy and seizure disorders. All school bus drivers, contracted and district-employed, shall be provided notice and information if they are transporting a student with epilepsy or a seizure disorder pursuant to N.J.S.A. 18A:40-12.36. The school nurse shall obtain a release from the parent of the student to authorize the sharing of medical information in accordance with N.J.S.A. 18A:40-12.37.

No school employee, including a school nurse, school bus driver, school bus aid, or any other officer or agent of the Board, shall be held liable for any good faith act or omission consistent with the provisions of N.J.S.A. 18A:40-12.34 through N.J.S.A. 18A:40-12.38, nor shall an action before the New Jersey State Board of Nursing lie against a school nurse for any such action taken by a person trained in good faith by the school nurse pursuant to N.J.S.A. 18A:40-12.34 through N.J.S.A. 18A:40-12.38. Good faith shall not include willful misconduct, gross negligence, or recklessness.

N.J.S.A. 18A:40-12.34 et seq.

Adopted:

Policy/Regulations East Orange Board of Education

STUDENTS - REGULATION R 5330.05/page 1 of 3 Seizure Action Plan Sept 20 M

[See POLICY ALERT No. 221]

R 5330.05 SEIZURE ACTION PLAN

A. Definitions (N.J.S.A. 18A:40-12.34)

1. “Individualized emergency health care plan” means a document developed by the school nurse, in consultation with the parent of a student with epilepsy or a seizure disorder and other appropriate medical professionals, which is consistent with the recommendations of the student’s health care providers and which provides specific actions for non-medical school staff to do in a particular emergency situation and is signed by the parent or guardian and the school nurse.

2. “Individualized health care plan” means a document developed by the school nurse, in consultation with the parent of a student with epilepsy or a seizure disorder and other appropriate medical professionals who may be providing epilepsy or seizure disorder care to the student, which is consistent with the recommendations of the student’s health care providers and which sets out the health services needed by the student at school and is signed by the parent or guardian and the school nurse.

3. “School” means an elementary or secondary public school located within this State.

4. “School employee” means a person employed by a school district.

5. “Seizure action plan” means a comprehensive document provided by the student’s physician, advanced practice nurse, or physician’s assistant which includes, but is not limited to, information regarding presentation of seizures, seizure triggers, daily seizure medications, seizure first aid, and additional treatments.

B. Annual Submission of Student’s Seizure Action Plan (N.J.S.A. 18A:40-12.35)

1. The parent of a student with epilepsy or a seizure disorder who seeks epilepsy or seizure disorder care for the student while at school shall annually submit to the school nurse the student’s seizure action plan.

Policy/Regulations East Orange Board of Education

STUDENTS - REGULATION R 5330.05/page 2 of 3 Seizure Action Plan

2. The school nurse shall develop an individualized health care plan and an individualized emergency health care plan for the student, provided that the parents of the student annually provide to the Board of Education written authorization for the provision of epilepsy or seizure disorder care.

3. The individualized health care plan and individualized emergency health care plan, developed in accordance with N.J.S.A. 18A:40-12.35, shall be annually updated by the school nurse and as necessary in the event there is a change in the health status of the student.

4. Each individualized health care plan shall include, and each individualized emergency health care plan may include, the following information:

a. Written orders from the student’s physician or advanced practice nurse outlining the epilepsy or seizure disorder care;

b. The symptoms of the epilepsy or seizure disorder for that particular student and recommended care;

c. Full participation in exercise and sports, and any contraindications to exercise, or accommodations that must be made for that particular student;

d. Accommodations for school trips, after-school activities, class parties, and other school-related activities;

e. Education of all school personnel about epilepsy and seizure disorders, how to recognize and provide care for epilepsy and seizure disorders, and when to call for assistance;

f. Medical and treatment issues that may affect the educational process of the student with epilepsy or the seizure disorder;

g. The student’s ability to manage, and the student’s level of understanding of, the student’s epilepsy or seizure disorder; and

h. How to maintain communication with the student, the student’s parent and health care team, the school nurse, and the educational staff.

Policy/Regulations East Orange Board of Education

STUDENTS - REGULATION R 5330.05/page 3 of 3 Seizure Action Plan

5. The Superintendent or designee shall coordinate the provision of epilepsy and seizure disorder care at school and ensure that all staff are trained in the care of students with epilepsy and seizure disorders, including staff working with school-sponsored programs outside of the regular school day.

6. The training required pursuant to B.5. above shall include a Department of Health approved on-line or in-person course of instruction provided by a nonprofit national organization that supports the welfare of individuals with epilepsy and seizure disorders.

C. Information Provided to Bus Driver (N.J.S.A. 18A:40-12.36)

1. In the event a school bus driver transports a student with epilepsy or a seizure disorder, the School Business Administrator/Board Secretary or designee shall provide the driver with:

a. A notice of the student’s condition;

b. Information on how to provide care for epilepsy or the seizure disorder;

c. Emergency contact information;

d. Epilepsy and seizure disorder first aid training; and

e. Parent contact information.

D. Release to Share Medical Information (N.J.S.A. 18A:40-12.37)

1. The school nurse shall obtain a release from the parent of a student with epilepsy or a seizure disorder to authorize the sharing of medical information between the student’s physician or advanced practice nurse and other health care providers.

a. The release shall also authorize the school nurse to share medical information with other staff members of the school district as necessary.

Adopted:

Policy/Regulations East Orange Board of Education

FINANCES - POLICY 6440/page 1 of 3 Cooperative Purchasing

6440 COOPERATIVE PURCHASING

The Board of Education recognizes that centralized, cooperative purchasing tends to maximize the value received for each dollar spent. The Board of Education is encouraged to seek savings that may accrue to this district by means of joint agreements for the purchase of goods or services with the governing body of any municipality or county.

For the purpose of this Policy, “cooperative pricing system” means is a purchasing system in which the lead agency advertises for bids, awards a master contract to the vendor providing for its own quantities and the estimated quantities submitted by the individual registered members.

For the purpose of this Policy, “cooperative purchasing system” means a cooperative pricing system, joint purchasing system, commodity resale system, county cooperative contract purchasing system, or regional cooperative pricing system which has been approved and registered subject to N.J.A.C. 5:34-7.1 et seq.

For the purpose of this Policy, “electronic data processing” means the storage, retrieval, combination, or collation of items of information by means of electronic equipment involving the translation of words, numbers, and other symbolic elements into electrical impulses or currents.

For the purpose of this Policy “joint purchasing system” means a cooperative purchasing system in which the lead agency serves as the purchasing agent for the membership of the system with all of the duties and responsibilities attendant. The lead agency advertises for bids and awards a single contract to a vendor providing for the payment to the contractor for its own needs and for the needs of the participating registered members of the system. The only contractual relationship is between the lead agency and the vendor.

For the purpose of this Policy, “lead agency” means the contracting unit which is responsible for the management of the cooperative purchasing system.

For the purpose of this Policy, “registered members” means Boards of Education who have been approved by the Director of the New Jersey Department of Community Affairs for participation in the cooperative purchasing system.

When the lead agency is a Board of Education or Educational Service Commission and the entire membership of the cooperative purchasing system established and properly registered with the New Jersey Division of Local Government Services in the Department of Community Affairs are Boards of Education, the provision and performance of goods or services shall be conducted pursuant to the Public Schools Contract Law (N.J.S.A. 18A:18A-11 et seq.)

Policy/Regulations East Orange Board of Education

FINANCES - POLICY 6440/page 2 of 3 Cooperative Purchasing

The School Business Administrator/Board Secretary is hereby authorized to negotiate such joint agreements for goods and services which the Board may determine to be required and which the Board may otherwise lawfully purchase for itself with such approved contracting units as may be appropriate in accordance with State law, the policies of this Board, and the dictates of sound purchasing procedures.

In accordance with the provisions of N.J.S.A. 18A:18A-12, a cooperative or joint purchase agreement(s) shall be entered into by resolution adopted by each participating Board of Education, municipality, or county, and shall set forth the categories of goods or services to be provided or performed or performed; the manner of advertising for bids and the awarding of contracts; the method of payment by each participating Board of Education, municipality or county, and other matters deemed necessary to carry out the purposes of the agreement. Agreements for cooperative and joint purchasing will be subject to all bidding requirements imposed by law. Purchases made through the State Treasury Department may be made without bid.

Each participant’s share of expenditures for purchases under any such agreement shall be appropriated and paid in the manner set forth in the agreement and in the same manner as for other expenses of the participant.

In accordance with the provisions of N.J.S.A. 18A:18A-14.2, the Board may by contract or lease provide electronic data processing services for the Board of Education of another school district; and may undertake with such other Board, the joint operation of electronic data processing of their official records and other information relative to their official activities, services and responsibilities. The records and other information originating with any Board participating in such contract or lease may be combined, compiled, and conjoined with the records and other information of any and all participating local units for the purposes of such electronic data processing; and any provisions of law requiring such records to be kept confidential or to be retained by any Board or any officer or agency thereof shall be deemed to be isolated thereby.

A contract or lease to provide electronic data processing services shall set forth the charge for all services provided, or in the case of a joint undertaking the proportion of the cost each party thereto shall assume and specify all the details of the management of the joint undertaking, and any other matters that may be deemed necessary for insertion therein, and may be amended from time to time by the contracting parties in accordance with N.J.S.A. 18A:18A-14.3.

For the purpose of carrying into execution a contract or lease for a joint enterprise under N.J.S.A. 18A:18A-14.4, any party to such contract may act as agent for any or all parties in acquiring, by lease, purchase or otherwise, any property, facilities or services, in appointing such officers and employees as may be necessary and directing its activities, to the same extent as a Board of Education is authorized to do separately.

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In the event that any controversy or dispute shall arise among the parties (except a municipality or county) to any such contract, the same shall be referred to the Executive County Superintendent of the county in which the districts are situated for determination and the determination shall be binding, subject to appeal to the Commissioner of Education pursuant to law. In the event the districts are in more than one county, the controversy or dispute shall be referred to the Executive County Superintendents of the counties for joint determination, and if they shall be unable to agree upon a joint determination within thirty days, the controversy or dispute shall be referred to the Commissioner of Education for determination.

In a cooperative purchasing system established and properly registered with the New Jersey Division of Local Government Services where the lead agency is a Board of Education or Educational Service Commission and the membership of the system is Boards of Education and local contracting units as defined in N.J.S.A. 40A:11-2(1), the purchase of any work, materials or supplies shall be conducted pursuant to the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and N.J.A.C. 5:34-7.

N.J.S.A. 18A:18A-11 through 14 N.J.S.A. 40A:11-1 et seq. N.J.A.C. 5:34-7 N.J.A.C. 6A:23A-21.5

Adopted: 11 August 2009 Adopted: 8 May 2018 Adopted:

Policy/Regulations East Orange Board of Education

FINANCES - POLICY 6470.01/page 1 of 2 Electronic Funds Transfer and Claimant Certification Sept 20 M

[See POLICY ALERT No. 221]

6470.01 ELECTRONIC FUNDS TRANSFER AND CLAIMANT CERTIFICATION

The Board of Education permits the School Business Administrator/Board Secretary to use standard electronic funds transfer (EFT) technologies for EFTs for payment of claims pursuant to N.J.A.C. 5:30-9A.1 et seq. and 5:31-4.1, implementing N.J.S.A. 40A:5-16.5.

“Electronic funds transfer” for the purpose of Policy and Regulation 6470.01 means any approved method of transferring moneys permitted by N.J.A.C. 5:30-9A.1 et seq. that does not involve the physical presentation of a paper check, draft, or similar paper instrument including, but not limited to, wire transfers, e-checks, automated clearing house (ACH) transfers, and transactions initiated by phone or fax.

In accordance with N.J.S.A. 40A:5-16.5.b.(1), the Board of Education authorizes the use of only the forms of standard EFT technologies that are approved to be used by a Board of Education for EFTs for payment of claims. A Board of Education may not utilize procurement cards, charge cards, charge accounts, or any payment services such as PayPal or Venmo.

In accordance with N.J.S.A. 40A:5-16.5.b.(2), the Board designates the School Business Administrator/Board Secretary as being responsible for the oversight and administration of the provisions of N.J.S.A. 40A:5-16.5, N.J.A.C. 5:30-9A.1 et seq.; N.J.A.C. 5:31-4.1, and Policy and Regulation 6470.01.

The Board of Education will only initiate and approve electronic funds in accordance with N.J.A.C. 5:30-9A.1 et seq. Standard EFT technologies shall incorporate, at a minimum, the features and safeguards outlined in N.J.A.C. 5:30-9A.4(a). The Board will only utilize standard EFT technologies upon instituting, at a minimum, the fiscal and operational controls outlined in N.J.A.C. 5:30-9A.4(b).

The School Business Administrator/Board Secretary shall initiate a claim for payment by presenting a claim that has been approved by the Board, to be paid using an EFT technology. The School Business Administrator/Board Secretary shall submit the claim for payment with all supporting documentation to the Superintendent of Schools or a designee who is not under the direct supervision of the School Business Administrator/Board Secretary, who shall review the claim for payment and authorize, in writing, the EFT claim using an EFT method.

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The Board of Education shall annually approve the School Business Administrator/Board Secretary as the person authorized to initiate a claim for payment and the Superintendent of Schools or a designee not under the direct supervision of the School Business Administrator/Board Secretary as the person responsible to review a claim for payment presented by the School Business Administrator/Board Secretary and authorize payment using an approved EFT method.

On no less than a weekly basis, activity reports on all transactions utilizing standard EFT technologies shall be reviewed by an individual designated and approved by the Board that is not under the direct supervision of the School Business Administrator/Board Secretary and is not empowered to initiate or authorize EFTs.

Claimant certification for a Board of Education shall be in accordance with the provisions of N.J.S.A. 18A:19-3 and rules promulgated by the New Jersey Department of Education.

Providers of ACH and wire transfer services must be financial institutions chartered by a State or Federal agency, with the further requirement that these financial institutions providing ACH and wire transfer services be covered under the Governmental Unit Deposit Protection Act (GUDPA), N.J.S.A. 17:9-41 et seq.

EFTs through ACH must utilize Electronic Data Interchange (EDI) technology, which provide transaction related details including invoice numbers, pay dates, and other identifying information as appropriate for each transaction. The Board must approve an ACH Origination Agreement with the financial institution(s).

N.J.S.A. 18A:19-3 N.J.S.A. 40A:5-16.5 N.J.A.C. 5:30-9A.1 et seq.

Adopted:

Policy/Regulations East Orange Board of Education

FINANCES - REGULATION R 6470.01/page 1 of 12 Electronic Funds Transfer and Claimant Certification Sept 20 M

[See POLICY ALERT No. 221]

R 6470.01 ELECTRONIC FUNDS TRANSFER AND CLAIMANT CERTIFICATION

A. Definitions – N.J.S.A. 40A:5-2 and N.J.A.C. 5:30-9A.2

For the purpose of Policy and Regulation 6470.01:

"Automated clearing house (ACH) transfer" means an electronic funds transfer initiated by the Board of Education authorizing a banking institution to push funds from the Board of Education bank account(s) into a vendor or claimant's bank account, executed through the ACH electronic clearing and settlement system used for financial transactions.

"Board of Education" means a Board of Education as defined by the "Public School Contracts Law," N.J.S.A. 18A:18A-1 et seq.

"Charge account" or "charge card" means an account, linked to a credit card issued by a specific vendor to which goods and services may be charged on credit, that must be paid when a statement is issued.

“Check” means the instrument by which moneys of the Board of Education are disbursed.

“Chief Executive Officer” means the Superintendent of Schools.

“Chief Financial Officer” means the School Business Administrator/Board Secretary.

"Claimant certification" or "vendor certification" means verification of claims pursuant to N.J.S.A. 18A:19-3.

"Disbursement" means any payment of moneys, including any transfer of funds, by any means.

"Electronic Data Interchange (EDI)" means technology that provides transaction related details, including invoice number(s), pay dates, and other identifying information as appropriate for each transaction.

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"Electronic Funds Transfer (EFT)” means any approved method of transferring moneys permitted by N.J.A.C. 5:30-9A.1 et seq. that does not involve the physical presentation of a paper check, draft, or similar paper instrument including, but not limited to, wire transfers, e-checks, automated clearing house (ACH) transfers, and transactions initiated by phone or fax.

"Electronic Funds Transfer and Indemnification Agreement" means a signed legally binding indemnification agreement renewed on an annual basis between a Board of Education and a banking institution authorized to conduct business in New Jersey, which authorizes that institution to access bank accounts for the purpose of conducting EFTs through the ACH operating system.

“Governing body” means the Board of Education.

"Internal controls" means fiscal and operational controls that ensure safe and proper use of a standard EFT system and mitigate the potential for fraud and abuse. For purpose of N.J.A.C. 5:30-9A.1 et seq., internal controls shall include technological safeguards and cyber security practices, as well as processes affected by the governing body, management, and other personnel establishing fiscal and operational controls that reduce exposure to risk of misappropriation.

“Local Unit” means any county, municipality, special district, or any public body corporate and politic created or established under any law of this State by or on behalf of any one or more counties or municipalities, or any board, commission, department, or agency of any of the foregoing having custody of funds, but shall not include a school district.

"National Automated Clearing House Association (NACHA) file" means a file, formatted to NACHA specifications, which contains instructions for transferring funds between accounts.

"Payment documentation" means such documentation, including evidence of approvals and certifications, as is required by N.J.S.A. 40A:5-16.b, 40A:5-17, and 18A:19.1 et seq., and N.J.A.C. 5:30-9A.1 et seq. prior to the legal paying out of moneys.

"Procurement card" or "P-card" means an account or physical card that represents an account governed by characteristics specific to a procurement card. These characteristics include limits of time, amount, access, and purchase category controlled by the local unit, local authority, or county college in accordance with an agreement with an issuer. While such cards may have the appearance of a credit card, such as Visa, MasterCard, American Express, or Discover, such general-purpose cards do not feature the controls that

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procurement cards have and as such are not permitted under N.J.A.C. 5:30-9A.1 et seq. A "Procurement card" or "P-card" may not be used by a Board of Education.

"Reconciliation of activity" means the process used to determine that all transactions utilizing standard EFT technologies are accurate, authorized, and allocable to encumbered appropriations.

"Standard electronic funds transfer technologies" means technologies that facilitate the transfer of funds, other than a transaction originated by check, draft, or similar paper instrument, initiated by means such as, but not limited to, an electronic terminal, telephone, computer, or magnetic tape for the purpose of ordering, instructing, or authorizing a financial institution to debit or credit an account, and incorporate, at a minimum, internal controls set forth in rules promulgated by the Local Finance Board. No general purpose credit or debit card shall be considered a standard EFT technology.

"Supervisory review" means the process performed by an individual in a supervisory capacity to confirm the propriety and accuracy of standard EFT technologies use initiated by subordinates.

"Transaction" means any activity that may result in demand for payment.

“Warrant” means the draft or check of any Board of Education used in warranting disbursement of moneys and shall, in every instance, be evidenced by the issuance of a check of the Board of Education. In no instance shall it be necessary for the Board of Education to refer to, or issue, a check separate and distinct from the warrant.

B. Authorization to Use Standard Electronic Funds Transfer Technologies for Electronic Funds Transfers – N.J.A.C. 5:30-9A.3

1. The Board of Education adopts Policy and Regulation 6470.01 to permit the School Business Administrator/Board Secretary to use only the forms of standard EFT technologies that are approved for New Jersey Boards of Education for EFTs for payment of claims pursuant to N.J.A.C. 5:30-9A.1 et seq. and 5:31-4.1, implementing N.J.S.A. 40A:5-16.5.

a. A Board of Education may not utilize procurement cards, charge cards, charge accounts, or any payment services such as PayPal or Venmo.

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2. N.J.A.C. 5:30-9A.1 et seq. does not authorize a Board of Education to exceed the maximum bid thresholds or other limits set forth in the Public School Contracts Law, N.J.S.A. 18A:18A-1 et seq.

3. Providers of ACH and wire transfer services are to be financial institutions chartered by Federal or State authority. ACH and wire transfer services must be provided by a financial institution covered by the Governmental Unit Deposit Protection Act (GUDPA), N.J.S.A. 17:9-41 et seq.

C. Standard Electronic Funds Transfer Technologies; Internal Controls and Conditions for Use – N.J.A.C. 5:30-9A.4

1. The Board of Education will only initiate and approve electronic funds in accordance with N.J.A.C. 5:30-9A.1 et seq. Standard EFT technologies shall incorporate, at minimum, the following features and safeguards:

a. The ability to designate specific individuals able to initiate disbursements, barring those not authorized to initiate disbursements from doing so.

(1) The Board of Education designates and approves the School Business Administrator/Board Secretary to be responsible to initiate a claim for payment using an EFT method that has been duly approved in accordance with N.J.S.A. 18A:19-1 et seq. and Policy and Regulation 6470.01.

(2) Each claim for payment approved or ratified by the Board shall indicate any payment made using an EFT technology, the type of EFT technology that will or has been utilized in paying the claim, along with a reference that permits tracking.

b. The ability to designate individuals who may authorize disbursement and segregate initiation and authorization functions. Password or other security controls shall be in place to restrict access based on an individual's authorized role.

(1) The School Business Administrator/Board Secretary shall initiate a claim for payment by presenting a claim that has been approved by the Board, to be paid using an EFT technology. The School Business Administrator/Board

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Secretary shall submit the claim for payment with all supporting documentation to the Superintendent of Schools or a designee who is not under the direct supervision of the School Business Administrator/Board Secretary.

(2) The Superintendent of Schools or a designee who is not under the direct supervision of the School Business Administrator/Board Secretary shall review the claim for payment and authorize, in writing, the EFT claim that was initiated by the School Business Administrator/Board Secretary before the School Business Administrator/Board Secretary pays the claim using an EFT method.

(a) The School Business Administrator/Board Secretary will not pay a claim using an EFT method without written authorization from the Superintendent of Schools or the designee.

(3) The Board of Education shall annually approve the School Business Administrator/Board Secretary as the person responsible to initiate a claim for payment and the Superintendent of Schools or the designee not under the direct supervision of the School Business Administrator/Board Secretary as the person responsible to review a claim for payment presented by the School Business Administrator/Board Secretary and authorize the School Business Administrator/Board Secretary to make the payment using an EFT method.

(4) The Superintendent of Schools or the designee shall ensure passwords and security codes are in place to restrict access based on an individual’s role.

c. The ability to confirm receipt of payment by vendor.

(1) The School Business Administrator/Board Secretary shall receive confirmation from the vendor an EFT payment has been received by the vendor. Documentation supporting receipt of an EFT payment received by a vendor shall be included with the claim’s supporting documentation.

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d. The ability to bar automatic debits from Board of Education accounts.

(1) The School Business Administrator/Board Secretary shall require all banking institutions approved by the Board of Education prohibit any automatic debits from any Board of Education bank account as each individual disbursement to a vendor must be preceded by instructions submitted to the bank.

e. The ability for appropriate officials to view transaction history, generate activity reports, and conduct supervisory reviews of all transactions.

(1) On no less than a weekly basis, the School Business Administrator/Board Secretary shall prepare an Activity Report on all EFT-based transactions.

(2) All Activity Reports prepared by the School Business Administrator/Board Secretary shall be submitted and reviewed by an employee or non-employee (i.e. school auditor, accountant, Board President, etc.) approved annually by the Board of Education who is not under the direction of the School Business Administrator/Board Secretary and who is not empowered to authorize EFT transactions.

(3) The Activity Report shall include, but not be limited to:

(a) The name of the payee;

(b) The Board approval date approving the payment of the claim;

(d) The technology utilized in each EFT transaction; and

(e) The date of payment.

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(4) A copy of all Activity Reports shall be provided to the Board of Education at the first regular monthly Board meeting following any EFT transactions.

(5) All EFT Activity Reports and evidence of the review by the employee or non-employee (i.e. school auditor, accountant, etc.) designated and approved annually by the Board of Education who is not under the direction of the School Business Administrator/Board Secretary and who is not empowered to authorize EFT-based transactions are to be maintained and available for audit by the Board of Education’s independent auditor.

(6) The School Business Administrator/Board Secretary or designee shall perform a monthly reconciliation of the reviewed/approved weekly EFT Activity Reports of the EFT transactions appearing on bank statements and in the accounting records (i.e. general ledger, bank reconciliations, list of bills approved by Board, etc.).

(a) Evidence to support the performance of this monthly review must be maintained by the School Business Administrator/Board Secretary and available for audit by the Board of Education’s independent auditor.

f. The ability to back-up transaction data and store such data offline.

(1) The School Business Administrator/Board Secretary shall ensure all EFT transaction data is backed-up and stored offline.

(a) However, any ACH file that is in plain text format must not be stored on a Board of Education’s local computer past the time the file is transmitted to the bank.

g. Measures to mitigate risk of duplicate payment.

(1) The School Business Administrator/Board Secretary shall ensure an EFT payment is not duplicated by any other means.

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(2) More than one EFT payment to the same vendor ratified or approved for payment by the Board of Education will be reviewed by the School Business Administrator/Board Secretary prior to payment to ensure there is no duplicate or multiple payments for the same goods or services.

h. The creation and maintenance of an audit trail, such that transaction history, including demands for payment and payment initiation, authorization, and confirmation, can be independently tracked and detailed through the use of an EDI or functional equivalent.

(1) The Board of Education’s EDI or functional equivalent will have the ability to create and maintain the required audit trail.

i. The following cyber security best practice framework shall be followed:

(1) Any system supporting a standard EFT shall:

(a) Be hosted on dedicated servers or in a FedRAMP Moderate Impact Level Authorized Cloud. When using cloud services, the vendor shall check provider credentials and contracts;

(b) Encrypt stored and transmitted financial information and personal identification information;

(c) Maintain only critical personal identification information. Social Security numbers shall not be utilized as identification numbers for system purposes;

(d) Employ a resilient password policy;

(e) Undergo regular and stress testing;

(f) Have regular security updates on all software and devices carried out;

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(g) Have back-up plans, information disposal, and disaster recovery procedures created and tested;

(h) Undergo regular security risk assessments for detecting compromises, along with regular monitoring for vulnerabilities, with necessary patches and updates being implemented; and

(i) Develop a Cybersecurity Incident Response Plan.

(2) The managing organization shall:

(a) Check provider credentials and contracts when using cloud services;

(b) Educate staff in good security measures and perform employee background checks; and

j. Financial institution providers of standard EFT technologies shall provide annual evidence of satisfactory internal control to the School Business Administrator/Board Secretary;

k. ACH payments shall follow rules set forth by the National Automated Clearing House Association (NACHA) or an equivalent successor banking industry standard. In addition, the following safeguards shall be instituted:

(1) All EFTs through the ACH must utilize EDI technology and be subject to an Electronic Funds Transfer and Indemnification Agreement;

(2) A user that can generate an ACH file shall neither have upload rights nor access that permits editing of a vendor routing number or vendor account number;

(3) Each edit to vendor ACH information shall be approved by a separate individual and be logged showing the user editing the data, date stamp, IP address, and the approval of the edit;

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(4) Any ACH file that is in plain text format shall not be stored on a local computer past the time transmitted to a bank; and

(5) If supported by the Board of Education’s financial institution(s), said entities shall avail themselves of the ability to recall ACH payments via NACHA file.

2. The Board of Education will only utilize standard EFT technologies upon instituting, at a minimum, the following fiscal and operational controls:

a. Policy and Regulation 6470.01 shall be adopted authorizing and governing the use of standard EFT technologies consistent with N.J.A.C. 5:30-9A.1 et seq.;

b. The School Business Administrator/Board Secretary shall ensure that the minimum internal controls set forth in N.J.A.C. 5:30-9A.1 et seq., along with those internal controls set forth in Policy and Regulation 6470.01 are in place and being adhered to;

c. Initiation and authorization roles shall be segregated, and password-restricted.

(1) The School Business Administrator/Board Secretary shall be responsible for initiating all EFTs.

(2) When the School Business Administrator/Board Secretary initiates an EFT, the Superintendent or a designee not under the direct supervision of the School Business Administrator/Board Secretary shall be responsible for authorization of the EFT.

(a) The School Business Administrator/Board Secretary will not pay a claim using an EFT method without written authorization from the Superintendent of Schools or the designee.

(3) The Board of Education may designate and approve a backup officer/staff member in the event the School Business Administrator/Board Secretary or Superintendent or a designee not under the direct supervision of the School Business Administrator/Board Secretary who is approved to authorize the EFT payment is unavailable.

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(4) All payment of claims, ordinances, or resolutions enacted pursuant to N.J.S.A. 40A:5-17.b shall, at a minimum, comply with the provisions of N.J.A.C. 5:30-9A.4.

(5) N.J.A.C. 5:30-9A.4 shall not be interpreted to prevent a Board of Education from requiring, authorizing, and approving more than one officer to authorize an EFT.

d. No Board of Education shall disburse funds unless the goods and services are certified as having been provided pursuant to N.J.S.A. 18A:19-1 et seq. and N.J.A.C. 5:30-9A.1 et seq.

e. On no less than a weekly basis, Activity Reports on all transactions utilizing standard EFT technologies shall be reviewed by an individual designated and approved by the Board that is not under the direct supervision of the School Business Administrator/Board Secretary and is not empowered to initiate or authorize EFTs.

(1) Reconciliations shall be performed on a monthly basis.

(2) All Activity Reports generated by the School Business Administrator/Board Secretary shall be monitored by another individual designated and approved by the Board who is not under the supervision of the School Business Administrator/Board Secretary.

f. A user that uploads an ACH file shall check the amounts and recipients against a register displaying ACH payments.

D. Claimant Certification; When Payment Can Be Made Without Claimant Certification - N.J.A.C. 5:30-9A.6

1. Claimant certification for a Board of Education shall be in accordance with the provisions of N.J.S.A. 18A:19-3 and rules promulgated by the New Jersey Department of Education.

E. Automated Clearing House (ACH) Transactions

1. Providers of ACH and wire-transfer services must be financial institutions chartered by a State or Federal agency, with the further requirement that financial institutions providing ACH and wire transfer services be covered under the GUDPA, N.J.S.A. 17:9-41 et seq.

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2. ACH payments shall follow rules set forth by the National Automated Clearing House Association (NACHA) or equivalent successor banking industry standard.

3. EFTs through ACH must utilize EDI technology which provides transaction related details including invoice numbers, pay dates, and other identifying information as appropriate for each transaction.

4. The Board of Education must approve an ACH Origination Agreement with the financial institution(s).

5. Users authorized to generate an ACH file shall neither have upload rights nor access permitting editing of a vendor routing number or vender account number.

6. Each edit to vendor ACH information must be approved by a separate individual and be logged showing the user editing the data, date stamp, IP address, and the approval of the edit.

7. Any user uploading an ACH file shall check the amounts and recipients against a register displaying ACH payments.

8. If supported by the financial institution, the Board of Education shall avail itself of the ability to recall ACH payments via NACHA file.

Adopted:

Policy/Regulations East Orange Board of Education

PROPERTY - POLICY 7440/page 1 of 2 School District Security

7440 SCHOOL DISTRICT SECURITY

The Board of Education believes that the buildings and facilities of the school district represent a substantial community investment. The Board directs the development and implementation of a plan for school district security to protect the school community’s investment in the school buildings and facilities. The Board will comply with the security measures required in N.J.S.A. 18A:7G-5.2 for new school construction and for existing school buildings.

The school district security program will include: maintenance of facilities that are secure against unwelcome intrusion; protection against fire hazards and faulty equipment; and compliance with safe practices in the use of electrical, plumbing, heating and other school building equipment.

The Board shall provide to local law enforcement authorities a copy of the current blueprints and maps for all schools and school grounds within the school district or nonpublic school. In the case of a school building located in a municipality in which there is no municipal police department, a copy of the blueprints and maps shall be provided to an entity designated by the Superintendent of the New Jersey State Police. The Board shall provide revised copies to the applicable law enforcement authorities or designated entities any time that there is a change to the blueprints or maps.

The Board directs close cooperation of district officials with law enforcement, fire officials and other emergency agencies.

Each public elementary and secondary school building shall be equipped with at least one panic alarm for use in a school security emergency pursuant to N.J.S.A. 18A:41-10 through 13.

The Superintendent of Schools shall designate a school administrator, or a school employee with expertise in school safety and security, as a School Safety Specialist for the district in accordance with the provisions of N.J.S.A. 18A:17-43.3. The School Safety Specialist shall be required to acquire a New Jersey Department of Education School Safety Specialist certification in accordance with the provisions of N.J.S.A. 18A:17-43.2. The School Safety Specialist shall also serve as the school district’s liaison with local law enforcement and national, State, and community agencies and organizations in matters of school safety and security.

Access to school buildings and grounds outside the hours school is in session shall be limited to personnel whose employment requires their presence in the facility. An adequate key control system will be established to limit building access to authorized personnel and guard against the potential of intrusion by unauthorized persons who have obtained access improperly.

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PROPERTY - POLICY 7440/page 2 of 2 School District Security

In accordance with N.J.S.A. 18A:7G-5.2.b.(15), propping open doors to buildings on school grounds is strictly prohibited and students and staff shall not open a door for any individual. All persons seeking entry into the main building shall be directed to the main entrance.

Building records and funds shall be kept in a safe place and secured as appropriate and necessary.

Protective devices designed to be used as safeguards against illegal entry and vandalism may be installed when appropriate. The Board may approve the employment of school resource officers, school security officers, and/or law enforcement officers in situations in which special risks are involved.

The school district shall annually conduct a school safety audit for each school building in accordance with the provisions of N.J.S.A. 18A:41-14.

N.J.S.A. 18A:7G-5.2; 18A:17-43.1; 18A:17-43.2; 18A:17-43.3; 18A:41-7.1; 18A:41-10; 18A:41-11; 18A:41-12; 18A:41-13; 18A:41-14 N.J.A.C. 6A:16-1.3; 6A:26-1.2

Adopted: 11 August 2009 Adopted: 13 March 2018 Adopted: 12 March 2019 Adopted:

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7440/page 1 of 7 School District Security

R 7440 SCHOOL DISTRICT SECURITY

A. Definitions

“Access” means authorized access to a school building or school grounds through the use of a Board-approved key control system.

“Key control system” means the use of a key, card, code, or any other means to disengage a locking mechanism to provide entry to a school building or school grounds.

“Panic alarm” means a silent security system signal generated by the manual activation of a device intended to signal a life-threatening or emergency situation requiring a response from law enforcement.

“School buildings” and “school grounds” means and includes land, portions of land, structures, buildings, and vehicles, when used for the provision of academic or extracurricular programs sponsored by the school district or community provider and structures that support these buildings, such as school district wastewater treatment facilities, generating facilities, and other central service facilities including, but not limited to, kitchens and maintenance shops. “School buildings” and “school grounds” also includes athletic stadiums; swimming pools; any associated structures or related equipment tied to such facilities including, but not limited to, grandstands; night field lights, greenhouses; garages; facilities used for non-instructional or non-educational purposes; and any structure, building, or facility used solely for school administration. “School buildings” and “school grounds” also includes other facilities such as playgrounds; and other recreational places owned by local municipalities, private entities, or other individuals during those times when the school district has exclusive use of a portion of such land in accordance with N.J.A.C. 6A:16-1.3 and 6A:26-1.2.

B. Access to School Buildings and School Grounds

1. Access to school buildings and grounds during the school day will be permitted to all students enrolled in the school and all authorized school staff members, and visitors pursuant to Policy and Regulation 9150.

2. Access to school buildings and grounds before and after the school day will be permitted to:

a. Members of the Board of Education;

b. Administrative and supervisory staff members, teaching staff members, and support staff members assigned to a school building or grounds in the performance of their duties;

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c. Other school staff members in the performance of their professional responsibilities;

d. Students involved in interscholastic athletics, co-curricular, extracurricular activities, and authorized spectators;

e. Members of organizations granted the use of school premises pursuant to Policy and Regulation 7510;

f. Police officers, fire fighters, health inspectors, and other agents of Federal, State, and local government in the performance of their official duties;

g. Members of the public present to attend a public Board of Education or public school-related function; and

h. Others authorized by the Superintendent or designee and/or by Board Policy.

3. All visitors to a school building during a school day will be required to register their presence in the school and comply with the provisions of Policy and Regulation 9150. The school’s registration and sign-in procedures may include the use of a school visitor management system requiring the visitor to present acceptable identification to access the school building.

4. Signs will be conspicuously posted to inform visitors of the requirement to register their presence into the building.

C. Key Control System for Access to School Buildings and Facilities

1. School staff members will be provided access to a school building using the school’s key control system as follows:

a. Teaching staff members and support staff members will be provided access using the school’s key control system to the school building and to other facilities on school grounds to which they require access for the performance of their professional duties.

(1) The Building Principal will determine the school staff members who shall be provided access to facilities within the school building and on school grounds.

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(2) The Superintendent or designee will determine the district administrators, supervisors, and other staff members who shall be provided access to facilities within the school building and on school grounds.

2. School staff members provided access to a school building or other facilities on school grounds shall be responsible for ensuring their key control system authorization is not shared with another individual without prior approval of the Principal or designee for school staff members, or the Superintendent or designee for district staff members. Staff members are prohibited from permitting their key control system authorization to be used by another person unless prior approval is obtained from the Principal or designee at the building level and Superintendent or designee at the district level or in the event of an emergency.

3. A staff member’s loss of a key, card, or any other device authorizing the staff member access to a school building or a facility on school grounds must be immediately reported to the Principal or Superintendent or designee. The staff member who loses a key, card, or any such access device may be responsible for the replacement cost.

D. School Building Panic Alarm or Emergency Mechanisms (N.J.S.A. 18A:41-10 through 13)

1. Each public elementary and secondary school building shall be equipped with at least one panic alarm for use in a school security emergency including, but not limited to, a non-fire evacuation, lockdown, or active shooter situation.

2. The alarm shall be directly linked to local law enforcement authorities or, in the case of a school building located in a municipality in which there is no municipal police department, a location designated by the Superintendent of the New Jersey State Police.

3. The alarm shall be capable of immediately transmitting a signal or message to such authorities outlined in D.2. above upon activation.

4. The alarm shall not be audible within the school building.

5. Each panic alarm required under N.J.S.A. 18A:41-11 and Policy and Regulation 7440 shall:

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a. Adhere to nationally recognized industry standards, including the standards of the National Fire Protection Association and Underwriters Laboratories; and

b. Be installed solely by a person licensed to engage in the alarm business in accordance with the provisions of N.J.S.A. 45:5A-27.

6. The school district may equip its elementary and secondary school buildings with an emergency mechanism that is an alternative to a panic alarm if the mechanism is approved by the New Jersey Department of Education.

E. Staff Member Responsibilities

1. Staff members should not bring to school valuable personal items that cannot be in the staff member’s personal possession at all times. The Board of Education is not responsible for a staff member’s personal possession in the event the item is lost, stolen, misplaced, damaged, or destroyed.

2. In the event a staff member observes a student has a valuable item in school, the staff member will report it the Principal or designee. A valuable item may include, but is not limited to, an unusually large amount of money, expensive jewelry or electronic equipment, or any item that is determined by the Principal or designee to be valuable to a student based on the student’s age.

a. The Principal or designee may contact the student’s parent and request the parent come to school to retrieve the valuable item;

b. The Principal or designee may secure the valuable item and return it to the student at the end of the school day and inform the student and the parent not to bring the valuable item to school in the future; or

c. The Principal or designee will permit the student to maintain the valuable item and inform the student and the parent not to bring the valuable item to school in the future.

d. The Board of Education is not responsible for a student’s personal possession in the event the item is lost, stolen, misplaced, damaged, or destroyed when in the possession of the student.

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3. Teaching staff members shall close classroom windows and shut and lock classroom doors when leaving at the end of the school day; shut and lock classroom doors during the school day when the room is not going to be in use after their assignment, and report immediately to the Principal or designee any evidence of tampering or theft.

4. Custodians shall, at the end of the work day, conduct a security check of the building to make certain that all windows are closed and all office, classroom, and building doors are shut and locked, except as such doors may be required to be open for persons with access.

5. Office personnel shall take all reasonable precautions to ensure the security of all school and district records and documents against unauthorized access, deterioration, and destruction.

F. School Safety Specialist

1. The Superintendent of Schools shall designate a school administrator, or a school employee with expertise in school safety and security, as a School Safety Specialist for the district in accordance with the provisions of N.J.S.A. 18A:17-43.3.

2. The School Safety Specialist shall:

a. Be responsible for the supervision and oversight for all school safety and security personnel, policies, and procedures in the school district;

b. Ensure that these policies and procedures are in compliance with State law and regulations; and

c. Provide the necessary training and resources to school district staff in matters relating to school safety and security.

3. The School Safety Specialist shall also serve as the school district’s liaison with law enforcement and national, State, and community agencies and organizations in matters of school safety and security.

4. The School Safety Specialist shall be required to acquire a New Jersey Department of Education School Safety Specialist Certification in accordance with the provisions of N.J.S.A. 18A:17-43.2.

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G. Summoning Law Enforcement Authorities

1. Law enforcement authorities will be summoned promptly whenever evidence is discovered that indicates: a crime has been committed on school premises or in the course of staff or student transportation to or from school; a break and entry may have occurred on school grounds; a deadly weapon is on school premises; a breach of the peace has occurred on school premises; for any reason required in the Memorandum of Understanding between the Board of Education and Law Enforcement and in accordance with Policy and Regulation 9320; or for any other reason there is concern about the health, safety and welfare of persons on school grounds or school property.

2. A call to law enforcement agents will be reported to the Superintendent as soon as possible, along with the reason(s) for which the call was made and the outcome of the incident.

H. Annual School Safety Audit for Each School Building

1. The district shall annually conduct a school safety audit for each school building using the checklist developed by the New Jersey Office of Homeland Security and Preparedness in collaboration with the Department of Education pursuant to section H.2. below.

a. The district shall submit the completed audit to the New Jersey Office of Homeland Security and Preparedness and the Department of Education in accordance with the provisions of N.J.S.A. 18A:41-14.a.

b. The audits shall be kept confidential and shall not be deemed a public record under N.J.S.A. 47:1A-1 et seq. or the common law concerning access to public records, but may be utilized for the purpose of allocating any State grants or loans made available for the purpose of school facility safety and security upgrades.

2. The New Jersey Office of Homeland Security and Preparedness in collaboration with the Department of Education shall develop a comprehensive checklist of items to be reviewed and evaluated in the school safety audit(s) conducted by the school district pursuant to Section H.1. above.

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a. The checklist shall include items to assess the security features and security vulnerabilities of the school district’s school buildings and grounds. The checklist shall also include items to assess the emergency notification systems used to facilitate notification to parents and other members of the community in the case of school emergencies.

b. The checklist shall be reviewed annually by the New Jersey Office of Homeland Security and Preparedness and the Department of Education and updated as appropriate.

3. The New Jersey Office of Homeland Security and Preparedness in collaboration with the Department of Education shall provide technical assistance to school districts to facilitate the completion of the checklists in a uniform manner.

Issued: 11 August 2009 Issued: 13 March 2018 Issued: 12 March 2019 Issued:

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7450 PROPERTY INVENTORY

The Board of Education recognizes that efficient management and the replacement of lost, damaged, or stolen property depend upon an accurate inventory and properly maintained property records.

The district shall maintain complete inventory by physical count of all district-owned equipment.

For the purpose of this Policy, “equipment” shall mean any instrument, machine, apparatus, or set of articles which meets all of the following criteria and the cost is above $2,000:

1. It retains its original shape, appearance, and character with use;

2. It does not lose its identity through fabrication or incorporation into a different more complex unit or substance;

3. It is nonexpendable; that is, if the item is damaged or some of its parts are lost or worn out, it is more feasible to repair the item than to replace it with an entirely new unit; and

4. Under normal conditions of use, including reasonable care and maintenance, it can be expected to serve its principal purpose for at least one year.

Unless otherwise bound by Federal, State, or local law, the school district will use the criteria above for their equipment classification decisions

The School Business Administrator/Board Secretary or designee shall ensure that inventories are systematically and accurately recorded and that property records of equipment are adjusted annually. Major items of equipment shall be subject to annual spot check inventory. A major loss shall be reported to the Board.

Property records of supplies shall be maintained on a continuous inventory basis. An item should be classified as a “supply” if it does not meet all the stated equipment criteria outlined above and the cost is not more than the capitalization threshold of $2,000.

The School Business Administrator/Board Secretary or designee shall maintain a system of property records that show, as appropriate to the item recorded, description and identification, manufacturer, year of purchase, initial cost, location, condition and depreciation, and current evaluation in conformity with insurance requirements.

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N.J.S.A. 18A:4-14

New Jersey Department of Education – “The Uniform Minimum Chart of Accounts for New Jersey Public Schools and Approved Private Schools for Students with Disabilities” 2020- 2021 Edition

Adopted: 11 August 2009 Adopted: 13 March 2018 Adopted:

Policy/Regulations East Orange Board of Education

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7510 USE OF SCHOOL FACILITIES

The Board of Education is primarily responsible for maintaining the buildings, property and equipment of the East Orange Public School District for the primary purpose of offering a full educational program for the District’s children. The board also recognizes that as a school district, facilities represent a vital link to the community in which they are located. Accordingly, the use of school facilities for the following purposes is encouraged providing that such use does not interfere with the orderly delivery of a thorough and efficient system of education for the districts children, school and student related activities, as we as East Orange service organizations and municipality sponsored activities which have city-wide representation and are open to all persons, conducting affairs or performance without paid admission.

For this purpose of this policy, “school facilities” also includes school grounds.

The Board will permit the use of district facilities when such permission has been requested in writing and has been approved by the East Orange Board of Education with exceptions for Class I and II, at its regular scheduled board meeting. In the event of an emergency, the superintendent, upon consultation with the Board President or designee, will have the final say regarding the use of facilities. The Board reserves the right to withdraw permission after it has been granted in the event circumstances change requiring such school facilities or school grounds will be needed for a school district purpose or due to a school closing due to weather or other emergency. Staff members allowing access to District facilities without written documentation on file or prior approval from the East Orange Board of Education, Superintendent or the School Business Administrator is prohibited. Groups or individuals wishing to use District facilities must submit a Use of Facility application and any other applicable forms at least 30 days prior to the event. The forms can be obtained from the Division of Business Services or from any of the schools.

In weighing competing requests for the use of school facilities, the Board will give priority to the following uses, in the descending order given:

Uses and groups directly related to the schools and the operations of the schools, including student and teacher groups;

Uses and organizations indirectly related to the schools, including the P.T.A.; Departments and agencies of municipal government; Governmental agencies generally; Community organizations, formed for charitable, civic, social, or educational purposes; Community political organizations; Community church groups; and other.

The use of school facilities will not be granted for any purpose that is prohibited by law.

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Each user shall present evidence of the purchase of organizational liability insurance to the limit as prescribed by district regulations. Each user shall inspect any facility or school grounds to be used prior to such use and shall notify a district representative of any existing safety or dangerous conditions. In the event such conditions exist, the district may cancel or modify the user’s access to the school facility until such conditions are addressed. Users shall be financially liable for damage to the facilities and for proper chaperonage as required by the school district administration. All activities must terminate by 10:00 p.m.

Use of school equipment in conjunction with the use of school facilities must be specifically requested in writing and may be granted in accordance with Policy No. 7520. The users of school equipment must accept liability for any damage or loss to such equipment that occurs while it is in their use, regardless of any assignment of negligence. Where rules so specify, certain items of equipment may only be used by a qualified operator approved by the school district administration.

The Board shall approve annually a schedule of fees for the use of school facilities based upon the following guidelines:

1. The use of school facilities for activities directly related to the educational program and district operations shall be without cost to the user except that the user shall be responsible for any custodial costs incurred by the use and any fees charged by a law enforcement agency in connection with the use.

2. All other organizations or persons granted the use of school shall pay in advance the scheduled fee and the cost of any additional staff services required by the use.

The school district shall provide a copy of Policy and Regulations 2431.4 – Prevention and Treatment of Sports-Related Concussions and Head Injuries to all youth sports team organization that operates on school grounds or its school facilities. In accordance with the provisions of N.J.S.A. 18A:40-41.5, the school district shall not be liable for the injury or death of a person due to the action or inaction of persons employed by, or under contract with, a school grounds if the youth sports team organization provides the school district proof of an insurance policy in the amount of not less than $50,000 per person, per occurrence; insuring the youth sports team organization against liability for any bodily injury suffered by a person. The youth sports school district’s Policy and Regulation 2431.4 – Prevention and Treatment of Sports- Related Concussions and Head Injuries.

For the purpose of this Policy, a “youth sports team organization” means one or more sports teams organized pursuant to a nonprofit or similar charter or which are member teams in a league organized by or affiliated with a county or municipal recreation department.

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The Board shall provide to all persons who supervise youth programs that are not sponsored by the school district, but operate a program in a district building before or after school hours, on the weekend, or during a period when school is not in session, information on the district’s school practices and procedures in the event of a school safety or security incident at a school including non-confidential information on evacuation procedures, emergency response protocols, and emergency contact information in accordance with the provisions of N.J.S.A. 18A:41-7.

The Superintendent shall develop regulations for the use of school facilities; such regulations shall be distributed to every user of the facilities and every applicant for the use of school facilities. Permission to use school facilities shall be granted only to persons and organizations that agree to the terms of Policy and Regulation 7510, the requirements as outlined in the use of school facilities application, and in accordance with the terms outlined in the approval granted by the school district.

N.J.S.A. 18A:20-20; 18A:20-34; 18A:41-7

Adopted: 4 March 2009 Adopted: 8 November 2011 Adopted: 11 September 2012 Adopted: 13 March 2018 Adopted:

Policy/Regulations East Orange Board of Education

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R 7510 USE OF SCHOOL FACILITIES

A. Classification of Users

Rental fees and custodial fees for school facilities will be charged in accordance with the attached Facilities Usage Rental Charges schedule. Rental fees for athletic fields, tennis courts and summer camps will be charged in accordance with the attached Athletic Field Rental Charges schedule. These charges will apply to all groups when a participation fee is charged by the sponsor of the event. Custodial charges will only apply when coverage is not provided as part of normal work schedule. Organizations and individuals using school facilities will be classified as Class I, II, III, IV or V users as follows:

1. Class I (Top Priority) - School, Municipal and County Organizations

a. All groups conducting school related activities, examples PTA/PTO, after school clubs, tutoring etc.

b. Activities sponsored by the District

c. Groups whose expressed purpose for use of school facilities does not include fundraising for the benefit of the group, and whose activities benefit the community.

d. Municipal organizations, such as police, fire departments, rescue squads etc.

e. Non-profit Educational Organizations whose work will benefit the students of the district.

Free use of school facilities may be granted to the above groups, provided that membership is composed of not less than 75% East Orange residents with the following provisions:

1. Use of the facilities is not to interfere with the school program;

2. Use of the facilities must be within the days and hours of regular custodial service (Monday through Friday, 8am – 10pm);

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3. Use of facilities will not create additional supervisory or custodial requirements;

4. Organizations will provide sufficient supervision to restrict use to permitted areas.

Top priority groups that request use of facilities for Saturdays, Sundays or any other time that requires extra custodial, maintenance, cafeteria, police or technical personnel will be charged the hourly overtime rate according to the respective staff bargaining unit.

2. Class II – Recreational and Sports Organizations

Fees shall be charged for the use of school facilities by recreational and sports organizations not sponsored and funded by the East Orange School District, City of East Orange or Essex County, provided that membership is composed of not less than 75% East Orange residents and is open for participation by any East Orange resident. The applicant shall be requested to submit their roster showing the name, address and age of each participant. The following fees are facility maintenance fees. Any custodial, maintenance, cafeteria or security/police personnel charges are above and beyond the charges listed below. Hourly fees are charged per room and/or field.

Class II Fees for Hourly Use ALL DISTRICT LOCATIONS Fee for Each Hour of Use Kitchen $5.00 Classrooms $5.00 Faculty Rooms $5.00 All-Purpose Rooms $5.00 Auditorium $5.00 Cafeteria $5.00 Gymnasium $5.00 Locker Room _$5.00 Tennis Courts $5.00 per court

3. Class III – Non-Profit Organizations (Within/Outside the Municipality)

The fees shall be charged for the use of school facilities by approved charitable, philanthropic and cultural groups, service clubs, fine arts associations, theatre groups, and other organizations within the Municipality not operating for profit and devoted to community interest and child welfare. Outside Municipality organizations must be able to document that 75% or more of the participants are district residents and proof of their 501(c)(3) certificate indicating their status; this includes PTO/PTA.

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4. Class IV - For-Profit Organizations

The following fees will be charged for use of school facilities by organized for- profit groups.

5. Class V —Religious Organizations

The following fees will be charged for use of school facilities by religious organizations.

The following fees are facility maintenance fees. Any custodial, maintenance, cafeteria or security/police personnel charges are above and beyond the charges listed below. Fees are per room and/or field.

ALL DISTRICT *Class I & II Class III, Class III, Class IV, Class V, LOCATIONS Non-Profit Within the Outside the For-Profit RELIGIOUS Fee for Per Municipality Municipality Fee for Per ORGANIZATIONS Day Use Non-Profit Fee For Profit Fee Day Use Fee for Per for Per Day Use for Per Day Use Day Use

Fees listed below are based on an eight (8) hour time frame. Additional hours will be billed at a rate of $50 per hour. Kitchens $50.00 $100.00 $250.00 $100.00 Classrooms $50.00 $100.00 $250.00 $100.00 Faculty Rooms $50.00 $100.00 $250.00 $100.00 All-Purpose Rooms $100.00 $200.00 $500.00 $200.00 /Media Centers Conference Rm. A $100.00 $200.00 $500.00 $200.00 Conference Rm. B $75.00 $150.00 $300.00 $100.00 ELEMENTARY SCHOOLS Cafeteria $100.00 $200.00 $500.00 $200.00 Gymnasium $150.00 $300.00 $750.00 $300.00 Athletic Fields $50.00 $150.00 $500.00 $150.00 MIDDLE & HIGH SCHOOLS Auditorium $200.00 $600.00 $1500.00 $600.00 Cafeteria $150.00 $400.00 $1500.00 $400.00 Gymnasium $200.00 $600.00 $1500.00 $600.00 Athletic Fields $75.00 $100.00 $500.00 $100.00 Tennis Courts $10.00 $15.00 $25.00 $10.00 per court per court per court per court Robeson Stadium $200.00 $1,000.00 $2,000.00 $5,000.00 $1,000.00

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*The Board reserves the right to reduce or waive fee based upon the financial needs of the Organization.

B. Application Procedures

1. Application must be made in writing and on the form supplied by the school district. The form is available in the Division of Business Services.

2. Application for use of school facilities must be submitted to the School Business Administrator/Board Secretary for processing. All use of facilities application must be approved by the members of the Board of Education at their monthly meetings – exceptions for Class I or II. Therefore, applications should be sent for processing at least two months prior to its scheduled event.

3. The application must be signed by an adult representative of the requesting organization, who will be considered by the Board to be the agent of the organization.

4. The application must include all the facilities that the applicant wishes to use and all the dates and times of the requested use. Approval of any application is limited to the facilities, dates, and times expressly requested on the application. Approval does not include the privilege of additional rehearsal time or the use of rooms or buildings not expressly requested.

5. The School Business Administrator/Board Secretary or designee will prepare an itemized bill for the use of school facilities based on the approved application form. The bill will be sent to the representative of the applicant organization at least ten (10) working days in advance of the use and is payable immediately.

Payment must be received by the School Business Administrator/Board Secretary no later than five (5) business days of the scheduled event. Permission will be withdrawn from any use that is not paid in advance, except as expressly exempted by the School Business Administrator/Board Secretary. If payment is returned due to insufficient funds, the organization will have to submit a money order or certified check (for current and future use) in order to grant their request.

6. All applicants claiming to be “Non Profit” must establish proof of their 501(c)(3) status; this includes all PTO/PTA.

7. The application must include all the equipment and supplies that the applicant wishes to include in the use, pursuant to Policy No. 7520, Loan of School Equipment.

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8. Submission of a security plan may be required based on the type of event. The decision will be made by the Board Secretary/School Business Administrator.

C. Approval

1. The School Business Administrator/Board Secretary and Principal or designee will review each application and check the school calendar to determine whether the facility requested is available at the date and time requested, that is, the facility has not been scheduled

a. For use in the instructional or co-curricular program,

b. For maintenance, repair, or capital improvement, or

c. For use by another organization.

2. If the facility is not available for use, the School Business Administrator/Board Secretary or designee will inform the representative of the organization and may suggest alternative dates, times, or facilities.

3. If the facility is available for use and the applicant meets the standards set by Policy No. 7510 and these regulations, the School Business Administrator/Board Secretary will note his/her pending approval on the application form and will record the classification of the applicant organization and refer to the Board for its final approval.

4. Standards for approval include the following limitations on use:

a. School facilities are available for use only during the hours of 8:00 a.m. and 10:00 p.m. School facilities are not available for use during the school day or for any use that may interfere with the school district’s educational or co-curricular programs.

i. School facilities may be available for use on (Saturdays and Sundays, and other public holidays depending on appropriate and adequate custodial coverage.)

b. The use of school facilities will generally not be granted for observances or celebrations that are essentially private in nature or for meetings of small groups that can conveniently convene in private homes.

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c. In accordance with Policy No. 7510, the use of school facilities will not be granted for the advantage of any commercial or profit-making organization or partisan political activity, or any purpose that is prohibited by law.

5. The School Business Administrator/Board Secretary or designee will determine the classification (I, II, III, IV or V) of the applicant organization and the fees and costs, if any, to be charged for the use of the facility. This information will be provided on the application form.

6. In the event of a conflict between requesting organizations within the same class, the request received earlier by the district will be honored first.

7. A copy of each approved or disapproved application will be distributed to the representative who signed the application form, board members; principal/administrator; supervisor of security and supervisor of custodial staff.

8. The application form will include the rules governing the use of school facilities, and the representative's signature on the application will signify notice of those rules and the organization's agreement to be bound by those rules.

9. The Board reserves the right to deny an application and to withdraw permission to use school facilities after approval has been granted and after the use has commenced. Permission may specifically be withdrawn from any organization whose representative has willfully made misrepresentation on the application or whose members violate the rules established for the use of school facilities. Such withdrawal of permission may constitute grounds for denying a future application made by the organization.

10. Permission to use school facilities is not transferable.

11. The organization representative must inform the School Business Administrator/Board Secretary of any canceled use request as soon as he/she is aware of the cancellation. An organization's failure to inform the School Business Administrator/Board Secretary of a canceled use at least five working days in advance of the scheduled time of the use may result in imposition of service charges.

12. Permission to use a school facility is automatically withdrawn on a day when the facility is closed for inclement weather, work stoppage, or other emergency.

D. Insurance and Indemnification

Policy/Regulations East Orange Board of Education

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1. The representative of an organization granted permission to use a school facility must assume responsibility for the orderly and careful use of the facility and must agree to assume liability for any damage or loss of property caused by the use or in the course of the use.

2. The organization and/or its representative will hold the Board of Education harmless from claims arising out of the permitted use of the school facility or during the user's occupancy. In addition, the user shall agree to save the Board harmless from liability for injury or damage to any person or property of any person who may be attending or participating in the function or activity, for which permission has been granted.

3. The User shall furnish evidence of the purchase of liability insurance. A minimum of $2 million of insurance is required but the Board reserves the right to increase the amount based upon the recommendation by the District’s Broker of Insurance.

4. Any youth sports team organization that is granted permission to use school facilities must provide proof of insurance policy against liability for any bodily injury in the amount of not less than $50,000 per person per occurrence, insuring the youth sports team organization per occurrence, insuring the youth sports team organization against liability for any bodily injury suffered by a person. The youth sports team organization must also provide a statement of compliance with the school district’s Policy and Regulation 2431.4 – Prevention and Treatment of Sports-Related Concussions and Head Injuries, which will be provided to the adult representative of the requesting organization with the application to use school facilities.

For the purpose of this Policy, a “youth sports team organization” means one or more sports team organized pursuant to a nonprofit or similar charter or which are member teams in a league organized by or affiliated with a county or municipal recreation department.

E. Rules for the Use of School Facilities

1. Users of school facilities will be bound by the law.

a. Users must comply strictly with all applicable statutes; municipal ordinances; and rules of the Board of Health, Fire Department, and Police Department regarding public assemblies.

b. The use must not exceed the established capacity of the facility used.

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c. The use must not involve gambling or games of chance.

d. The use, possession, and/or distribution of alcohol and/or controlled dangerous substances are absolutely prohibited, in accordance with law and Policy Nos. 5530 and 7435.

e. Smoking is prohibited in accordance with Policy No. 7510.

f. School facilities cannot be used for any purpose prohibited by law or likely to result in rioting, disturbance of the peace, damage to property or for the purpose of defaming others.

2. Users of school facilities will respect Board property

a. The user will not damage, destroy, or deface school property. The facility shall be used with care and left in an orderly and neat condition.

b. The user must request in the application and receive permission from the School Business Administrator/Board Secretary to bring equipment, decorations, or materials to the school facility. No equipment, decorations, or materials may be nailed to floors, walls, windows, woodwork, curtains or fixtures or affixed to the same in any manner that defaces or damages school property or grounds.

c. Any equipment, scenery, decorations, or other -material brought to the school facility and any debris caused by the use or remaining after the use must be promptly removed by the user. Any such materials left on school premises beyond the time period approved in the application may be removed by the Board at the user's expense. The Board assumes no liability for damage to or loss of materials brought to school facilities.

d. The user must request in the application and receive permission from the Principal to use, move, or tune a district piano. A piano may be moved only by school district staff or by a competent and experienced commercial mover approved by the Board and at the expense of the user. Any piano that has been moved must be returned to its original placement with the same care and at the expense of the user.

e. Users of the gymnasium must ensure that all participants wear rubber- soled footwear to prevent damage to floors.

f. No school facility may be used for a purpose in conflict with the purpose for which the facility was designed.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510/page 9 of 12 Use of School Facilities

g. Lighting equipment, ventilation systems, and thermostatic controls may be operated only by an employee of the district.

h. The user must request in the application and receive permission from School Business Administrator/Board Secretary to serve and consume food and/or beverages on school premises. The service and consumption of food and/or beverages is strictly limited to the area for which permission is granted. If food and/or beverages are served, the user must clean all utensils, equipment, serving dishes, and the like and restore the facility to its proper condition. The user may not consume food or beverages or use supplies purchased with public funds.

i. No signs, posters, advertisements, or other displays may be placed in a school building without prior approval of the School Business Administrator/Board Secretary.

j. No school keys shall be issued to a user.

k. No animal shall be allowed on school premises without prior approval of the School Business Administrator/Board Secretary.

l. An authorized school district staff member shall examine the school facilities and/or grounds after the use and will inform the user of any loss or damage that must be corrected.

m. Permission to use school facilities extends only to the facility requested. Users are not entitled to enter health offices, administrative offices, storage closets, or any other room to which permission to use has not been expressly granted. Users are not permitted to use district telephones, word processors, and office equipment.

n. No vehicles of any type shall be operated in any area that is not designed for such vehicles without prior permission.

3. Uses must be Properly Supervised.

a. Activities must have adequate supervision at all times. User must register a name and telephone number of at least one person as its responsible representative in charge and on duty during the rental period.

b. A school custodian must be on duty during the entire time a use occurs. The custodian is present for the purpose of insuring the security and

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510/page 10 of 12 Use of School Facilities

proper functioning of the facility and of enforcing these regulations. The custodian is paid by the Board and may not accept gratuities from users. If the custodian is needed to perform extra services as an accommodation to the user, the user may be charged an additional fee and the custodian will be compensated accordingly by the district.

c. The use of certain school facilities (such as kitchen and auditorium stage) requires the services of school employees trained in the use of the facility. The user will be charged an additional fee and the school employee will be compensated accordingly by the district.

d. The user must assume full responsibility for the conduct of all participants in the use while they are in or about school buildings and grounds and must enforce these regulations. The user must provide an adequate number of persons to supervise participants in the activity. The district, depending on the activity, may require as a condition of approval, a certain number of chaperones, law enforcement officials and/or a school district representative(s) to be present at the activity.

e. The user must, in consultation with the Principal, anticipate the need for the assistance of police officers, fire fighters, and/or parking attendants. All such services must be arranged by the user and will be at the expense of the user. When a user refuses or fails to secure police, fire, and/or parking assistance after having been advised to do so by the Principal, the Principal may recommend that permission to use the facility be withdrawn.

f. Board members and school officials are entitled to full and free access to any part of the school premises during any use. No user may exclude a Board member or school official from a School facility for any reason.

F. Rules and Fee Structure for Use of Robeson Stadium for walkers/joggers

1. Appropriate footwear – walking/jogging shoes or regular sneakers – must be worn at all times when using the track.

2. Walker/Joggers will not be permitted on the playing field (the turf).

3. Admission to the track will be from the North Clinton Street entrance on the “Home Side” of the stadium.

4. To enter the stadium, walkers/joggers must present their pass to the security guard.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510/page 11 of 12 Use of School Facilities

5. No food or beverage will be permitted in the stadium.

The following lists the annual membership fee schedule for the use of Robeson Stadium for walkers/joggers.

East Orange Residents

Individual Adults $35.00

One guest pass (3 days duration) may be issued at the request of the applicant. The applicant shall be responsible for the conduct of his/her guest.

Families First family member $35.00 Each additional person $ 5.00 (up to 5 people) Individual Students No charge (must show East Orange student I.D.) College Students $ 5.00 Senior Citizens (age 55 and above) $ 5.00 Disabled Person $ 5.00 Pro-Rated Fees (July – June) 9 – 12 Months $35.00 6 – 9 Months $25.00 Under 6 Months $15.00

Note: Annual Fee for Employees $15.00

An itemized bill for the use of the school facilities will be prepared based on the approved application form. The bill will be sent to the representative of the applicant organization in advance of the use and payment may be requested in advance of the use.

G. Provision of Training on School Safety and Security

1. In accordance with the provisions of N.J.S.A. 18A:41-7.c., the Board of Education shall provide to all persons who supervise youth programs that are not sponsored by the school district, but operate a program in a district building before or after school hours, on the weekend, or during a period when school is not in session, information on the district’s school practices and procedures in the event of a school safety or security incident at a school including non-confidential information on evacuation procedures, emergency response protocols, and emergency contact information.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510/page 12 of 12 Use of School Facilities

2. It shall be the responsibility of the organization that sponsors the youth program to train the program’s employees and volunteers on the school security and emergency procedures in effect in the school building in which the youth program is located.

3. The organization that sponsors the youth program shall file a statement of assurance with the Superintendent or designee that it has complied with the training requirements prior to the district authorizing the use of the school building.

a. The statement of assurance shall be developed by the Commissioner of Education and shall be filed with the school district on an annual basis.

H. Special Conditions

1. Use of the field under adverse weather conditions shall not be permitted. Damage to fields under these conditions shall be cause to void user’s permit and declare user liable for repairs.

Issued: 4 March 2009 Issued: 8 November 2011 Issued: 11 September 2012 Issued: 13 March 2018 Issued:

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510.1/page 1 of 5 Use of School Facilities – Cicely Tyson Community School

R7510.1 USE OF FACILITIES – CICELY TYSON COMMUNITY SCHOOL

A. Fee Schedule and Guidelines

Application must be submitted 60 days prior to the event.

As of June 2010 – Booking Department: Fees due with application: (1) Security Deposit of $500.00, (2) House Manager, Lighting/Sound, and Piano Rental (if piano is requested). Fees made payable to: Tyson Activity Fund

RENTAL FEES Class I Class III Class III Class IV Class V School Municipal & Within the Outside the For-Profit Religious County Organizations Municipality Municipality Organizations Organizations Seating Class II Non-Profit Non-Profit Recreational & Sports Non Profit Fee For Per Fee For Per Fee For Per Fee For Per Fee For Per Day Use Day Use Day Use Day Use Day Use 400 Mon-Thurs No Fee 800 1,500 2,000 800

Fri., Sat., No Fee 1,200 2,000 2,500 1,500 Sun. 800 Mon -Thurs No Fee 1,500 2,500 3,500 1,500

Fri., Sat., No Fee 2,000 3,500 5,000 2,000 Sun. Black Mon -Thurs No Fee 100 150 250 100 Box Fri., Sat., No Fee 150 200 300 150 (50) Sun. Atrium for Separate No Fee 800 1,000 1,500 800 Event or Performance  Theatre determines hours of use. Earliest load-in: 8:30 a.m., unless special arrangement is approved by the House Manager in advance. Latest load-out: 12 midnight  The rates and ancillary fees may not apply to “special” and/or “unusual” use of Theatre including, but not limited to Film/Video/Photo Shoots, Fashion Shows/Pageant and the like, which are subject to separate negotiation.  All rates and fees are subject to change without notice.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510.1/page 2 of 5 Use of School Facilities – Cicely Tyson Community School

If sound system and/or projection is required, producer MUST use the theatre’s contracted services and may not bring in their own sound system or projectionist. Producer must provide sufficient staff to load-in/out, set-up and sell Producer’s merchandise (no producer refreshment sales allowed). Producer must use Tyson House Manager and Technician.

1. Ancillary Fees

I. Class I Class III Class III Class IV Class V Ancillary School Municipal & Within the Outside the For-Profit Religious Fees County Organizations Municipality Municipality Organizations Organizations Class II Non-Profit Non-Profit Recreational & Sports Non Profit A. $240 $240 $240 $240 $240 House Additional fee of Additional fee of Additional fee of Additional fee of Additional fee of Manager $100 per hour after $100 per hour after $100 per hour $100 per hour $100 per hour 6 hrs. 6 hrs. after 6 hrs. after 6 hrs. after 6 hrs. B. Sound $275 $275 $275 $275 $275 & Lighting Additional fee of Additional fee of Additional fee of Additional fee of Additional fee of Tier I** $100 per hour after $100 per hour after $100 per hour $100 per hour $100 per hour 6 hrs. 6 hrs. after 6 hrs. after 6 hrs. after 6 hrs. C. Sound & $400 $400 $400 $400 $400 Lighting Additional fee of Additional fee of Additional fee of Additional fee of Additional fee of Tier 2 *** $100 per hour $100 per hour $100 per hour $100 per hour $100 per hour after 6 hrs. after 6 hrs. after 6 hrs. after 6 hrs. after 6 hrs.

A. **Sound & Lighting Tier I Includes:  Engineer for 6 hrs  1 Micro -phone on stand which user may turn on and off  Basic white concert lighting.  If sound, must use theatre’s sound system.

B. ***Sound & Lighting Tier 2 includes All Services Beyond Tier I:  Engineer for more than 6 hrs.  CD and other playback

Stage set up requiring multiple microphones, projector, large set up and set changes will require a stage crew at rate of $10 per hour per person. The number of crew will be determined by the Technical Director prior to finalizing contract.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510.1/page 3 of 5 Use of School Facilities – Cicely Tyson Community School

ANCILLARY FEES continued.. Ancillary Fees Class I Class III Class III Class IV Class V School Municipal & Within the Outside the For-Profit Religious County Organizations Municipality Municipality Organizations Organizations Class II Non-Profit Non-Profit Recreational & Sports Non Profit D. Steinway Piano Concert Ground: Concert Ground: Concert Ground: Concert Ground: Concert Ground: Concert Grand 9 ft. - $325 9 ft. - $325 9 ft. - $325 9 ft. - $325 9 ft. - $325 7 ft. - $225 7 ft. - $225 7 ft. - $225 7 ft. - $225 7 ft. - $225 E. Producer 20% of gross paid 20% of gross paid 20% of gross 20% of gross 20% of gross Concession Sales to Theatre House to Theatre House paid to Paid to Theatre Paid to Theatre Manager follow Manager follow Theatre House House House performance performance Manager Manager follow Manager follow follow performance performance performance F. Security Guards APPLICATION WILL BE FORWARDED TO EOSD SECURITY AND and Police Officers EOPD FOR NECESSARY STAFFING WHICH WILL DETERMINE FEES on Show date, as $60.00 PER HOUR FOR POLICE determined by the $28.00 PER HOUR FOR SECURITY School District and the East Orange Police Department G. Custodians – $32.00 per hour $32.00 per hour $32.00 per $32.00 per $32.00 per hour Numbers of per custodian per custodian hour per Hour per per custodian custodians custodian custodian determined during meeting with House Manager H. Film Permit - Cannot interfere with other operations. Any filming in Atrium and theaters, or $1,000 per day / Black Box requires contracting with House Manager and Tyson Sound and Lighting Technician $3,000 per week at stated rate.

C. Penalty Charges

Failure to load-out or strike by $100 per half hour or par thereof contracted time Cleaning Fee for failure to restore stage $75 min. and backstage area to “as is” condition Returned Check Charge $35 Security Deposit Forfeited for failure to comply with theatre’s No Smoking rule or if theater equipment or dressing room is damaged.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510.1/page 4 of 5 Use of School Facilities – Cicely Tyson Community School

D. Box Office Fees

(Contingent upon Purchasing Software)

Box Office stays open one (1) hour past scheduled curtain time on day of show.

Additional Box Office beyond scheduled closing time $50 per half hour

E. Consumer Fees

Facility Fee included in producer-established ticket price, on $1.50 sales from theatre box office and producer consignment. Handling Fee added to ticket order total on all phone, mail and $2.75 per ticket fax orders Internet Fees Handling Fee $2.50 Convenience Fee charged by tickets.com, based on ticket price $1.75, $2.75, $3,75, $4.75 or $5.75 per ticket

Tyson providers and providers and producers must use only Theatre’s Box Office. Offsite sales MUST be done through the Box Office.

Policy/Regulations East Orange Board of Education

PROPERTY - REGULATION R 7510.1/page 5 of 5 Use of School Facilities – Cicely Tyson Community School

Memorandum of Understanding Between the East Orange School District and the City of East Orange For the Cicely L. Tyson Community School of Performing and Fine Arts

The Memorandum of Understanding:

1. Acknowledges that there will be a partnership with the City of East Orange and the East Orange School District;

2. Acknowledges that the partnership will be centered around the use of public spaces in the Tyson Complex;

3. Acknowledges that the East Orange School District and the City will jointly set and/or establish an annual calendar of events with educational purposes and usage given first priority;

4. Acknowledges that the East Orange School District contract for use of the facility will be executed on a per use basis between the City and the District to include responsibilities of each entity, fees and scheduling;

5. Acknowledges that East Orange School District will notify the East Orange Police Department of any scheduled event a minimum of two (2) days in advance providing a copy of the Use of School Facility application, the East Orange School District will make arrangements for Police coverage as an overtime/part-time detail through the City. The City will be responsible for the payment of such overtime/part-time work. The Police Department will be responsible for the perimeter of the building. Securing the interior of the building during an event would be handled by School Security and charged to the City of organization sponsoring the event. The Police Department in its discretion will determine on a case by case basis how long police coverage would be required during and after an event.

6. Acknowledges that the City of East Orange will identify resources to hire a consultant with expertise in Arts Marketing, Budget, Programming and Contracts relevant to the same to work with the City Planning Department and Law Departments and East Orange School District representatives including Assistant Superintendent of Operations, Supervisor of Visual and Performing Arts, and Tyson School Administration; and

7. A consultant position description will be developed and approved by the East Orange School District and the City of East Orange.

Issued: 14 December 2010 Issued:

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8420/page 1 of 2 Emergency and Crisis Situations

8420 EMERGENCY AND CRISIS SITUATIONS

The Board of Education recognizes its responsibility to provide for the safety and security in each school building in the district. The district will develop and implement written plans and procedures to provide for the protection of health, safety, security, and welfare of the school population; the prevention of, intervention in, response to and recovery from emergency and crisis situations; the establishment and maintenance of a climate of civility; and supportive services for staff, students, and their families.

The Superintendent of Schools or designee shall consult with law enforcement agencies, health and social services provider agencies, emergency planners, and school and community resources, as appropriate, in the development of the school district’s plan. Procedures and mechanisms shall be consistent with the provisions of N.J.A.C. 6A:16-5.1 and the format and content established by the Domestic Security Preparedness Task Force, pursuant to N.J.S.A. App. A: 9-64 et. seq., and the Commissioner of Education and shall be reviewed annually, and updated as appropriate.

A copy of the school district’s school safety and security plan shall be disseminated to all school district employees. New employees shall receive a copy of the school district’s safety and security plan, as appropriate, within sixty days of the effective date of their employment. All employees shall be briefed in writing, as appropriate, regarding updates and changes to the school safety and security plan.

The school district shall develop and provide an in-service training program for all school district employees to enable them to recognize and appropriately respond to safety and security concerns, including emergencies and crisis, consistent with the school district’s plans, procedures, and mechanisms for school safety and security and the provisions of N.J.A.C. 6A:16- 5.1 by November 1, 2010. New employees shall receive this in-service training, as appropriate, within sixty days of the effective date of their employment. This in-service training shall be reviewed annually and updated, as appropriate.

The Board shall ensure individuals employed in the district in a substitute capacity are provided with information and training on the district’s practices and procedures on school safety and security including instruction on school security drills, evacuation procedures, and emergency response protocols in the district and the school building where the individuals are employed in accordance with the provisions of N.J.S.A. 18A:41- 7.

In accordance with N.J.S.A. 18A:41-1, at least one fire drill and one school security drill will be conducted each month within school hours, including any summer months which the school is open for instructional programs. A school security drill means an exercise, other than a fire drill, to practice procedures that respond to an emergency situation including, but not limited to, a non-fire evacuation, lockdown, bomb threat or active shooter situation that is similar in

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8420/page 2 of 2 Emergency and Crisis Situations

duration to a fire drill. Schools are required to hold a minimum of two active shooter, non-fire evacuation, bomb threat, and lockdown security drills annually. Fire alarm systems shall be initiated only during a fire drill evacuation. Responses made necessary by the unplanned activation of emergency procedures or by any other emergency shall not be substituted for a required school security drill.

The Principal or designee will provide local law enforcement or other emergency responders, as appropriate, with a friendly notification at least forty-eight hours prior to holding a school security drill. Although these outside agencies are not required to observe school security drills, the Principal is encouraged to invite representatives from local law enforcement and emergency responder agencies to attend and observe at least four different security drills annually.

Such drills and in-service training programs shall be conducted in accordance with a building security drill guide and training materials that educate school employees on proper evacuation and lockdown procedures in a variety of emergency situations on school grounds as provided by the New Jersey Office of Homeland Security and Preparedness.

The school district will be required to annually submit a security drill statement of assurance to the New Jersey Department of Education by June 30 of each school year. Each school in the district will be required to complete a security drill record form as required by the New Jersey Department of Education.

N.J.S.A. 2C:33-3 N.J.S.A. 18A:41-1 et seq.; 18A:41-7 N.J.A.C. 6A:27-11.2

Adopted: 12 January 2010 Adopted: 14 September 2010 Adopted: 8 February 2011 Adopted: 9 May 2017 Adopted:

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 1 of 14 Procurement Procedures for School Nutrition Programs Apr 18

[School Districts not participating in a USDA School Nutrition Program Are Not Required to Adopt Policy 8561]

8561 PROCUREMENT PROCEDURES FOR SCHOOL NUTRITION PROGRAMS

The Board of Education adopts this Policy to identify their procurement plan for the United States Department of Agriculture’s (USDA) School Nutrition Programs. School Nutrition Programs include, but are not limited to: the National School Lunch Program (NSLP); School Breakfast Program (SBP); Afterschool Snack Program (ASP); Special Milk Program (SMP); Fresh Fruit and Vegetable Program (FFVP); Seamless Summer Option (SSO) of the NSLP; Summer Food Service Program (SFSP); the At-Risk Afterschool Meals component of the Child and Adult Care Food Program (CACFP); and the Schools/Child Nutrition USDA Foods Program.

The Board of Education is ultimately responsible for ensuring all procurement procedures for any purchases by the Board of Education and/or a food service management company (FSMC) comply with all Federal regulations, including but not limited to: 7 CFR Parts 210, 220, 225, 226, 245, 250; 2 CFR 200; State procurement statutes and administrative codes and regulations; local Board of Education procurement policies; and any other applicable State and local laws.

The procurement procedures contained in this Policy will be implemented beginning immediately, until amended. All procurements must maximize full and open competition. Source documentation will be maintained by the School Business Administrator/Board Secretary or designee and will be available to determine open competition, the reasonableness, the allow ability, and the allocation of costs.

The Board of Education intentionally seeks to prohibit conflicts of interest in all procurement of goods and services.

A. General Procurement

The procurement procedures will maximize full and open competition, transparency in transactions, comparability, and documentation of all procurement activities. The school district’s plan for procuring items for use in the School Nutrition Programs is as follows:

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 2 of 14 Procurement Procedures for School Nutrition Programs

1. The School Business Administrator/Board Secretary will ensure all purchases will be in accordance with the Federal Funds Procurement Method Selection Chart – State Agency Form #358 - Appendix. Formal procurement procedures will be used as required by 2 CFR 200.318 through .326 and any State and local procurement code and regulations. Informal procurement procedures (small purchase) will be required for purchases under the most restrictive small purchase threshold.

2. The following procedures will be used for all purchases – See Appendix

B. Micro-Purchases Procedures

1. Public/Charter Schools

Purchases of supplies or services, as defined by 2 CFR 200.67, will be awarded without soliciting competitive price quotations if the price is reasonable in accordance with N.J.S.A. 18A:18A-37(a) and below thresholds established by the State Treasurer for informal receipt of quotations. Purchases will be distributed equitably among qualified suppliers with reasonable prices. Records will be kept for micro- purchases.

2. Formal bid procedures will be applied on the basis of centralized system and state contract;

3. Because of the potential for purchasing more than the public or non-public informal/small purchase threshold amount, or the Board approved threshold if less, it will be the responsibility of the School Business Administrator/Board Secretary to document the amounts to be purchased so the correct method of procurement will be followed.

C. Formal Procurement

When a formal procurement method is required, the following competitive sealed bid or an Invitation for Bid (IFB) or competitive proposal in the form of a Request for Proposal (RFP) procedures will apply:

1. An announcement of an IFB or a RFP will be placed in the Board designated official newspaper to publicize the intent of the Board of Education to purchase needed items. The advertisement for bids/proposals or legal notice will be published in the official newspaper for at least one day in accordance with the provisions of N.J.S.A. 18A:18A-21.

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 3 of 14 Procurement Procedures for School Nutrition Programs

2. An advertisement in the official newspaper for at least one day is required for all purchases over the school district’s small purchase threshold as outlined in Appendix – Federal Funds Procurement Method Section Chart. The advertisement will contain the following:

a. A general description of items to be purchased;

b. The deadline for submission of questions and the date written responses will be provided, including addenda to bid specifications, terms, and conditions as needed;

c. The date of the pre-bid meeting, if provided, and if attendance is a requirement for bid award;

d. The deadline for submission of sealed bids or proposals; and

e. The address of the location where complete specifications and bid forms may be obtained.

3. In a RFP, each vendor will be given an opportunity to bid on the same specifications.

4. The developer of written specifications or descriptions for procurements will be prohibited from submitting bids or proposals for such products or services.

5. The RFP will clearly define the purchase conditions. The following list includes requirements, not exclusive, to be addressed in the procurement document:

a. Contract period for the base year and renewals as permitted;

b. The Board of Education is responsible for all contracts awarded (statement);

c. Date, time, and location of RFP opening;

d. How the vendor is to be informed of bid acceptance or rejection;

e. Delivery schedule;

f. Requirements (terms and conditions) the bidder must fulfill in order for bid to be evaluated;

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 4 of 14 Procurement Procedures for School Nutrition Programs

g. Benefits to which the Board of Education will be entitled if the contractor cannot or will not perform as required;

h. Statement assuring positive efforts will be made to involve small business and minority business enterprises, and labor surplus area firms;

i. Statement regarding the return of purchase incentives, discounts, rebates, and credits under a cost reimbursement FSMC contract to the Board of Education’s nonprofit school food service account;

j. Contract provisions as required in Appendix II to 2 CFR 200:

(1) Termination for cause and convenience – contracts in excess of $10,000;

(2) Equal Opportunity Employment – “federally assisted construction contracts”;

(3) Davis-Bacon Act – construction contracts in excess of $2,000;

(4) Contract work Hours and Safety Standards – contracts in excess of $100,000;

(5) Right to inventions made under a contract or agreement – if the contract meets the definition of a “funding agreement” under 37 CFR 401.2(a);

(6) Clean Air Act – contracts in excess of $150,000;

(7) Debarment and Suspension – all Federal awarded contracts;

(8) Byrd Anti Lobbying Amendment – contracts in excess of $100,000; and

(9) Contracts must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 5 of 14 Procurement Procedures for School Nutrition Programs

k. Contract provisions as required in 7 CFR 210.21(f) for all cost reimbursable contracts;

l. Contract provisions as required in 7 CFR 210.16(a)(1-10) and 7 CFR 250.53 for food service management company contracts;

m. Procuring instrument to be used are purchase orders from firm fixed prices after formal bidding;

n. Price adjustment clause for renewal of multi-year contracts as defined in N.J.S.A. 18A:18A-42. The “index rate” means the annual percentage increase rounded to the nearest half percent in the implicit price deflator for State and local government purchases of goods and services computed and published quarterly by the U.S. Department of Commerce, Bureau of Economic Analysis;

o. Method of evaluation and type of contract to be awarded (solicitations using an IFB are awarded to the lowest responsive and responsible bidder; solicitations using a RFP are awarded to the most advantageous bidder/offeror with price as the primary factor among factors considered);

p. Method of award announcement and effective date (if intent to award is required by State or local procurement requirements);

q. Specific bid protest procedures including contact information of person and address and the date by which a written protest must be received;

r. Provision requiring access by duly authorized representatives of the Board of Education, New Jersey Department of Agriculture (NJDA), United States Department of Agriculture (USDA), or Comptroller General to any books, documents, papers, and records of the contractor which are directly pertinent to all negotiated contracts;

s. Method of shipment or delivery upon contract award;

t. Provision requiring contractor to maintain all required records for three years after final payment and all other pending matters (audits) are closed for all negotiated contracts;

u. Description of process for enabling vendors to receive or pick up orders upon contract award;

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 6 of 14 Procurement Procedures for School Nutrition Programs

v. Provision requiring the contractor to recognize mandatory standards/policies related to energy efficiency contained in the Energy Policy and Conservation Act (PL 94-163);

w. Signed statement of non-collusion;

x. Signed Debarment/Suspension Certificate, clause in the contract or a copy of search results from the System for Award Management (SAM);

y. Provision requiring "Buy American" as outlined in 7 CFR Part 210.21(d) and USDA Guidance Memo SP 38-2017; including specific instructions for prior approval and documentation of utilization of non-domestic food products only;

z. Specifications and estimated quantities of products and services prepared by the school district and provided to potential contractors desiring to submit bids/proposals for the products or services requested; and

aa. The Board of Education’s Electronic Signature Policy.

6. If any potential vendor is in doubt as to the true meaning of specifications or purchase conditions, questions may be sent to the School Business Administrator/Board Secretary. The School Business Administrator/Board Secretary or designee’s response will be provided in writing to all potential bidders within 10 days.

a. The School Business Administrator/Board Secretary will be responsible for providing responses to questions and securing all bids or proposals.

b. The School Business Administrator/Board Secretary will be responsible to ensure all Board of Education procurements are conducted in compliance with applicable Federal, State, and local procurement regulations.

c. The following criteria will be used in awarding contracts as a result of bids/proposals. Price must be the highest weighted criteria. Examples of other possible criteria include quality, service, delivery, and availability.

Policy/Regulations East Orange Board of Education

OPERATIONS - POLICY 8561/page 7 of 14 Procurement Procedures for School Nutrition Programs

7. In awarding a RFP, a set of award criteria in the form of a weighted evaluation sheet will be provided to each bidder in the initial bid document materials. Price alone is not the sole basis for award, but remains the primary consideration among all factors when awarding a contract. Following evaluation and negotiations, a firm fixed price or cost reimbursable contract is awarded.

a. The contracts will be awarded to the responsible bidder/proposer whose bid or proposal is responsive to the invitation and is most advantageous to the Board of Education, price as the primary, and other factors considered. Any and all bids or proposals may be rejected in accordance with the law.

b. The School Business Administrator/Board Secretary or designee is required to sign on the bid tabulation of competitive sealed bids or the evaluation criterion score sheet of competitive proposals signifying a review and approval of the selections.

c. The School Business Administrator/Board Secretary shall review the procurement system to ensure compliance with applicable laws.

d. The School Business Administrator/Board Secretary or designee will be responsible for documentation that the actual product specified was received.

e. Any time an accepted item is not available, the School Business Administrator/Board Secretary will select the acceptable alternate. The contractor must inform the School Business Administrator/Board Secretary within one workday if a product is not available. In the event a nondomestic agricultural product is to be provided to the Board of Education, the contractor must obtain, in advance, written approval for the product. The School Business Administrator/Board Secretary must comply with the Buy American Provision.

f. Full documentation regarding the reason an accepted item was unavailable, and the procedure used in determining acceptable alternates, will be available for audit and review. The person responsible for this documentation is the School Business Administrator/Board Secretary.

g. The School Business Administrator/Board Secretary is responsible for maintaining all procurement documentation.

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D. Small Purchase Procedures

If the amount of purchases for items is less than the school district’s small purchase threshold as outlined in the Federal Funds Procurement Method Selection Chart – See Appendix, the following small purchase procedures including quotes will be used. Quotes from a minimum number of three qualified sources will be required.

1. Written specifications will be prepared and provided to all vendors.

2. Each vendor will be contacted and given an opportunity to provide a price quote on the same specifications. A minimum of three vendors shall be contacted.

3. The School Business Administrator/Board Secretary or designee will be responsible for contacting potential vendors when price quotes are needed.

4. The price quotes will receive appropriate confidentiality before award.

5. Quotes/Bids will be awarded by the School Business Administrator/Board Secretary. Quotes/Bids will be awarded on the following criteria. Quote/Bid price must be the highest weighted criteria. Examples of other possible criteria include quality, service, delivery, and availability.

6. The School Business Administrator/Board Secretary will be responsible for documentation of records to show selection of vendor, reasons for selection, names of all vendors contacted, price quotes from each vendor, and written specifications.

7. The School Business Administrator/Board Secretary or designee will be responsible for documentation that the actual product specified is received.

8. Any time an accepted item is not available, the School Business Administrator/Board Secretary will select the acceptable alternate. Full documentation will be made available as to the selection of the acceptable item.

9. The School Business Administrator/Board Secretary or designee is required to sign all quote tabulations, signifying a review and approval of the selections.

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E. Noncompetitive Proposal Procedures

If items are available only from a single source when the award of a contract is not feasible under small purchase, sealed bid or competitive negotiation, noncompetitive proposal procedures will be used:

1. Written specifications will be prepared and provided to the vendor.

2. The School Business Administrator/Board Secretary will be responsible for the documentation of records to fully explain the decision to use the noncompetitive proposal. The records will be available for audit and review.

3. The School Business Administrator/Board Secretary or designee will be responsible for documentation that the actual product or service specified was received.

4. The School Business Administrator/Board Secretary will be responsible for reviewing the procedures to be certain all requirements for using single source or noncompetitive proposals are met.

5. The noncompetitive micro-purchase method shall be used for one-time purchases of a new food item if the amount is less than the applicable Federal or State micro-purchase threshold to determine food acceptance by students and provide samples for testing purposes. A record of noncompetitive negotiation purchase shall be maintained by the School Business Administrator/Board Secretary or designee. At a minimum, the record of noncompetitive purchases shall include: item name; dollar amount; vendor; and reason for noncompetitive procurement.

6. A member or representative of the Board of Education will approve, in advance, all procurements that result from noncompetitive negotiations.

F. Miscellaneous Provisions

1. New product evaluation procedures will include a review of product labels and ingredients; an evaluation of the nutritional value; taste tests and surveys; and any other evaluations to ensure the new product would enhance the program.

2. The Board of Education agrees the reviewing official of each transaction will be the School Business Administrator/Board Secretary.

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3. Payment will be made to the vendor when the contract has been met and verified and has met the Board of Education’s procedures for payment. (If prompt payment is made, discounts, etc., are accepted.)

4. Specifications will be updated as needed.

5. If the product is not as specified, the following procedure, including, but not limited to, will take place: remove product from service; contact vendor for approved alternate product; or remove product from bid.

G. Emergency Purchases

1. If it is necessary to make a one-time emergency procurement to continue service or obtain goods, and the public exigency or emergency will not permit a delay resulting from a competitive solicitation, the purchase must be authorized using a purchase order signed by the School Business Administrator/Board Secretary. The emergency procedures to be followed for such purchases shall be those procedures used by the school district for other emergency purchases consistent with N.J.S.A. 18A:18A-7. All emergency procurements shall be approved by the School Business Administrator/Board Secretary. At a minimum, the following emergency procurement procedures shall be documented to include, but not be limited to: item name; dollar amount; vendor; and reason for emergency.

H. Purchasing Goods and Services – Cooperative Agreements, Agents, and Third-Party Services (Piggybacking)

1. When participating in intergovernmental and inter-agency agreements the Board of Education will ensure that competitive procurements are conducted in accordance with 2 CFR Part 200.318 through .326 and applicable program regulations and guidance.

2. When utilizing the services of a co-op, agent, or third party the Board of Education will ensure that the following conditions have been met and considered as one source of pricing in addition to other prices:

a. All procurements were subject to full and open competition and were made in accordance with Federal/State/local procurement requirements;

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b. The existing contract allows for the inclusion of additional Board of Educations that were not contemplated in the original procurement to purchase the same supplies/equipment through the original award;

c. The specifications in the existing contract meets their needs and that the items being ordered are in the contract;

d. The awarded contract requires all the Federally required certifications; e.g. Buy American, debarment, restrictions on lobbying, etc;

e. The agency will confirm the addition of their purchasing power (goods or services) to the procurement in scope or services does not create a material change, resulting in the needs to re-bid the contract;

f. Administrative costs (fees) for participating in the agreement are adequately defined, necessary and reasonable, and the method of allocating the cost to the participating agencies must be specified;

g. The Buy American provisions are included in the procurement of food and agricultural products; and

h. The agreement includes the basis for and method of allocating each discount, rebate, or credit and how they will be returned to each participating agency when utilizing a cost-reimbursable contract.

I. Records Retention

1. The Board of Education shall agree to retain all books, records, and other documents relative to the award of the contract for three years after final payment. If there are audit findings that have not been resolved, the records shall be retained beyond the three-year period as long as required for the resolution of the issues raised by the audit. Specifically, the Board of Education shall maintain, at a minimum, the following documents:

a. Written rationale for the method of procurement;

b. A copy of the original solicitation;

c. The selection of contract type;

d. The bidding and negotiation history and working papers;

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e. The basis for contractor selection;

f. Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained;

g. The basis for award cost or price;

h. The terms and conditions of the contract;

i. Any changes to the contract and negotiation history;

j. Billing and payment records;

k. A history of any contractor claims;

l. A history of any contractor breaches; and

m. Any other documents as required by N.J.S.A. 18A:18A – Public School Contracts Law.

J. Code of Conduct for Procurement

1. All procurements must ensure there is open and free competition and adhere to the most restrictive Federal, State, and local requirements. The Board of Education seeks to conduct all procurement procedures in compliance with stated regulations and to prohibit conflicts of interest and actions of employees engaged in the selection, award, and administration of contracts. All procurements will be in accordance with this Policy and all applicable provisions of N.J.S.A. 18A:18A – Public School Contracts Law.

2. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal, State, or local award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent; any member of his or her immediate family, his or her partner; or an organization which employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

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3. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non-Federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value.

4. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non- Federal entity. Based on the severity of the infraction, the penalties could include a written reprimand to their personnel file, a suspension with or without pay, or termination.

5. All questions and concerns regarding procurement solicitations, contract evaluations, and contract award, shall be directed to the School Business Administrator/Board Secretary.

K. Food Service Management Company (FSMC)

1. In the operation of the school district’s food service program, the school district shall ensure that a FSMC complies with the requirements of the Program Agreement, the school district’s Free and Reduced School Lunch Policy Statement, all applicable USDA program policies and regulations, and applicable State and local laws. In order to operate an a la carte food service program, the FSMC shall agree to offer free, reduced price, and full price reimbursable meals to all eligible children.

2. The school district shall monitor the FSMC billing invoices to ensure compliance with Federal and State procurement regulations.

3. In accordance with N.J.S.A. 18A:18A-5a.(22), RFPs are required in all solicitations for a FSMC.

N.J.S.A. 18A:18A – Public School Contracts Law

New Jersey Department of Agriculture “Procurement Procedures for School Food Authorities” Model Policy – September 2018

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FEDERAL FUNDS PROCUREMENT METHOD SELECTION CHART THERE ARE TWO (2) PROCUREMENT METHODS, FORMAL AND INFORMAL. THE METHOD THE SCHOOL FOOD AUTHORITIES (SFA) NEEDS TO USE DEPENDS ON TWO (2) FACTORS, THE AMOUNT OF THE CONTRACT AND WHETHER THE SFA IS A PUBLIC/CHARTER OR NON-PUBLIC SCHOOL.

NEW JERSEY PUBLIC/CHARTER SCHOOLS PURCHASING THRESHOLDS AMOUNT ACTIVITY PROCUREMENT METHOD INFORMAL PROCUREMENT

Below $4,300 without N.J.S.A. 18A:18A-3 Sound Business Practice * QPA Below $6,000 without APPLIES TO PURCHASES BELOW THE QUOTATION QPA THRESHOLDS SMALL PURCHASE PROCEDURES N.J.S.A. 18A:18A–37 $4,351 OR $6,001 to ANY PURCHASE EXCEEDING QUOTATION THRESHOLDS Quotation using SFA $29,000 or $40,000 REQUIRES A QUOTE UP TO THE APPLICABLE N.J.S.A. BID Internal Procurement THRESHOLDS OF $29,000 (without a QPA*) OR $40,000 Procedures (with a QPA*) NOTE: ANNUAL AGGREGATE AMOUNTS FORMAL PROCUREMENT N.J.S.A. 18A:18A–37 Bid - Invitation for Bid (IFB) $29,000 or $40,000 Bid Threshold without a QPA* - $29,000 OR Request for and above Bid Threshold with a QPA* - $40,000 Proposal (RFP) * QUALIFIED PURCHASING AGENT NEW JERSEY NON-PUBLIC SCHOOL PURCHASING THRESHOLDS AMOUNT ACTIVITY PROCUREMENT METHOD INFORMAL PROCUREMENT

Below $10,000 * Micro - purchases 2 CFR 200.320(a) Sound Business Practice * Single Transaction aggregate cost less than $10,000 * Or LESS than $10,000 if local SFA Procurement Policies are more restrictive Quotation using SFA Internal $10,000 - $249,999 Small purchase procedures 2 CFR 200.320(b) Procurement Procedures FORMAL PROCUREMENT

$250,000 and above As per Federal requirements in Bid - Invitation for Bid 2 CFR Parts 200.317 - 200.326 (IFB) OR Request for Proposal (RFP)

Note: The Federal Funds Procurement Method Selection Chart is subject to change in accordance with the schedule set forth in N.J.S.A. 18A:18A-3 “Public School Contracts Law”. A “Qualified Purchasing Agent” must be qualified in accordance with N.J.S.A. 40A:11-9. In order to track updates to this Chart, the source document can be located on the New Jersey Department of Agriculture’s website under “Forms and Publications” it is titled, “State Agency Form #358.”

Adopted: 16 October 2018 Adopted: 12 March 2019 Adopted:

POLICY Special Reading – The East Orange Board of Education suspend the rules of Bylaw 0131 requiring two Board readings to adopt a Bylaw, Policy, or Regulation

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0164.6 REMOTE PUBLIC BOARD MEETINGS DURING A DECLARED EMERGENCY

A. Purpose – N.J.A.C. 5:39-1.1

1. The purpose of N.J.A.C. 5:39-1.1 et seq. and Bylaw 0164.6 is to ensure a Board of Education or Board of Trustees of a charter school can conduct official public business in an open and transparent manner whenever a declared emergency requires a local public body to conduct a public meeting without physical attendance by members of the public.

2. Nothing in N.J.A.C. 5:39-1.1 et seq. prevents a local public body from holding a remote public meeting under such other circumstances as may be permitted by the Open Public Meetings Act, N.J.S.A. 10:4-1 et seq.

B. Definitions – N.J.A.C. 5:39-1.2

For the purpose of this Bylaw and in accordance with N.J.A.C. 5:39-1.2, the following words and terms have the following meanings, unless the context clearly indicates otherwise:

"Adequate notice" shall have the same definition as at N.J.S.A. 10:4-8; however, for the purpose of N.J.A.C. 5:39-1.1 et seq., and to the extent not otherwise set forth at N.J.S.A. 10:4-8, the notice transmitted to at least two newspapers for publication may occur through electronic mail or other electronic means that is accepted or requested by the newspaper.

"Annual notice" means a schedule of regular meetings of the public body to be held in the succeeding year noticed pursuant to N.J.S.A. 10:4-8 and 10:4-18. For the purpose of N.J.A.C. 5:39-1.1 et seq., the annual notice may be transmitted through electronic mail to newspapers and persons requesting an annual notice pursuant to N.J.S.A. 10:4-18. If the declared emergency prevents the local public body from mailing an annual notice to individuals requesting notice pursuant to N.J.S.A. 10:4- 18, it shall be mailed to individuals for whom the local public body does not have an electronic mail account as soon as practicable.

“Board” or “Board of Education” means a Board of Education or a Board of Trustees of a charter school as defined as a “local public body” or “public body” as per N.J.A.C. 5:39-1.2.

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"Declared emergency" means a public health emergency, pursuant to the Emergency Health Powers Act, P.L. 2005, c. 222 (N.J.S.A. 26:13-1 et seq.), or a state of emergency, pursuant to P.L. 1942, c. 251 (N.J.S.A. App.A.9-33 et seq.), or both, or a state of local disaster emergency that has been declared by the Governor and is in effect.

"Electronic notice" means advance notice available to the public via electronic transmission of at least forty eight hours, giving the time, date, location and, to the extent known, the agenda of any regular, special, or rescheduled meeting, which shall accurately state whether formal action may or may not be taken at such meeting.

"Internet" means the international computer network of both Federal and non- Federal interoperable packet switched data networks.

"Live streaming" means the live audio and video transmission of a remote public meeting over the Internet.

"Local public body" means any "public body," as that term is defined in N.J.S.A. 10:4-8, with territorial jurisdiction equal to or less than a county. This term shall include Boards of Education, counties, municipalities, boards and commissions created by one or more counties or municipalities, and any authorities subject to N.J.S.A. 40A:5A-1 et seq., including fire districts and other special districts, along with joint meetings or regional service agencies as defined in N.J.S.A. 40A:65-3.

"Public business" means and includes all matters which relate in any way, directly or indirectly, to the performance of the public body’s functions or the conduct of its business.

"Public meeting" means and includes any gathering whether corporeal or by means of communication equipment which is attended by, or open to, all of the members of a public body, held with the intent, on the part of the members of the body present, to discuss or act as a unit upon the specific public business of that body. Meeting does mean or include any such gathering (1) attended by less than an effective majority of the members of a public body, or (2) attended by or open to all the members of three or more similar public bodies at a convention or similar gathering.

"Remote public meeting" means a public meeting that is conducted by any means of electronic communication equipment permitted pursuant to N.J.A.C. 5:39-1.1 et seq.

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C. Circumstances Under Which a Board of Education May Hold a Remote Public Meeting During a Declared Emergency for Conducting Public Business – N.J.A.C. 5:39-1.3

1. In addition to any circumstances under which public meetings held by means of communication equipment may be authorized pursuant to the Open Public Meetings Act, N.J.S.A. 10:4-1 et seq., the Board may hold a remote public meeting to conduct public business during a declared emergency if the emergency reasonably prevents the Board from safely conducting public business at a physical location with members of the public present.

2. If, during a declared emergency, the Board holds a physical meeting in a location where, pursuant to State and/or Federal guidelines meant to mitigate the risk of a contagious infection, the declared emergency necessitates capacity restrictions reducing the number of individuals that can be present in the meeting room to an amount below that reasonably expected for the public meeting by the Board, the Board must either hold the public meeting at another location with adequate capacity for the reasonably expected attendance by the public or hold the public meeting as both an in-person meeting and a remote public meeting.

a. As set forth at N.J.A.C. 5:39-1.4(c), no in-person meeting shall proceed if the room capacity does not permit any member of the public to attend.

3. Nothing in N.J.A.C. 5:39-1.3 shall be interpreted to prevent the Board from broadcasting the audio and/or video of, or taking remote public comment during, a public meeting that the public can physically attend without being subject to public health-related capacity restrictions.

D. Minimum Technological and Procedural Requirements for Remote Public Meetings Necessitated by a Declared Emergency – N.J.A.C. 5:39-1.4

1. If a declared emergency requires the Board to hold a remote public meeting to conduct public business, the Board shall use an electronic communications technology that is routinely used in academic, business, and professional settings, and can be accessed by the public at no cost.

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a. Participant capacity on the selected platform should be consistent with the reasonable expectation of the public body for public meetings of the type being held and shall not be limited to fewer than fifty public participants (beyond those persons required to conduct business at the meeting).

2. Remote public meetings may be held by means including, but not limited to, audio-only teleconferencing, electronic communications platforms with video and audio, and Internet-accessible technology, such as live- streaming.

a. If an electronic communications platform or Internet-accessible technology is being utilized for a remote public meeting, a telephonic conference line shall also be provided to allow members of the public to dial-in by telephone to listen and provide public comment as otherwise required by law.

b. The Board shall require members of the public to state, prior to providing public comment, whether they wish to speak and to identify themselves prior to speaking.

3. The Board shall provide the public with similar access to a remote public meeting as members of the Board, staff of the Board, and any individuals seeking one or more approvals from the Board.

a. If a remote public meeting is held by audio and video, the public shall also have the opportunity to participate in the meeting in both audio and video capacities.

b. The Board meeting held in-person shall not prohibit members of the public from attending in-person.

4. Any remote public meeting where sworn testimony is being taken shall be broadcast by video, as well as by audio.

a. All individuals giving sworn testimony at a remote public meeting shall appear by video in addition to audio.

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5. Any presentations or documents that would otherwise be viewed or made available to members of the public physically attending the Board meeting shall be made visible on a video broadcast of the remote public meeting or made available on the Internet website or webpage of the entity governed by the Board, or the Internet website or webpage of the entity responsible for appointing the members of the Board.

a. If a document would be made available to individual members of the public in hard copy while physically attending the meeting, the document shall be made available in advance of the meeting for download through an internet link appearing either on the meeting notice, or near the posting of the meeting notice, both on the website and at the building where the meeting would otherwise be held.

b. If the Board does not have its own website, such documents shall be available upon request ahead of the meeting and provided through an official social media account if one exists.

6. The Board holding a remote public meeting shall allow members of the public to make public comment by audio, or by audio and video, if the remote public meeting is held over both audio and video, during the meeting.

a. In advance of the remote public meeting, the Board shall allow public comments to be submitted to the Board Secretary by electronic mail and in written letter form by 5:30 pm on day of meeting.

b. The Board shall not accept text-based public comment received during a remote public meeting held through an electronic communications platform or Internet-accessible technology. Public comments submitted before the remote public meeting through electronic mail or by written letter shall be read aloud and addressed during the remote public meeting in a manner audible to all meeting participants and the public.

c. The Board shall impose a reasonable time limit, where permitted by law, of three minutes on individual public comments and the same limits shall be placed on the reading of written comments. Each comment shall be read from the beginning, until the time limit is reached. The Board may pass over duplicate written comments; however, each duplicate comment shall be noted for the record with the content summarized. If the Board elects to

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summarize duplicative comments, the Board must not summarize certain duplicative comments while reading other duplicative comments individually.

7. The electronic communications technology used for a remote public meeting must have a function that allows the Board to mute the audio of all members of the public, as well as allow members of the public to mute themselves.

a. Any electronic communications platform or Internet-accessible technology used for a remote public meeting shall also allow the Board to regulate participation by individual members of the public.

b. A telephonic audio conference call line must have a queuing or similar function for regulating public comment.

8. Subject to D.5. and D.6. above, the Board shall adopt, by resolution, standard procedures and requirements for public comment made during a remote public meeting, as well as for public comments submitted in writing ahead of the remote public meeting.

a. Such procedures and requirements shall include standards of conduct to be followed by members of the public when making comment.

b. The procedures and requirements for making public comment, along with an explanation of the audio muting function of the electronic communications platform being used, shall be announced at the beginning of the remote public meeting.

c. Regulation of conduct by members of the public on a remote public meeting shall be consistent with law and practices followed if a member of the public disrupts an in-person meeting. The following procedures shall be incorporated:

(1) The Board shall facilitate a dialogue with the commenter to the extent permitted by the electronic communications technology;

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(2) If a member of the public becomes disruptive during a remote public meeting, including during any period for public comment, the member of the Board charged with running the remote public meeting shall mute or continue muting, or direct appropriate staff to mute or continue muting, the disruptive member of the public and warn that continued disruption may result in being prevented from speaking during the remote public meeting or removed from the remote public meeting.

(a) Disruptive conduct includes sustained inappropriate behaviors, such as, but not necessarily limited to, shouting, interruption, and use of profanity.

(3) A member of the public who continues to act in a disruptive manner after receiving an initial warning may be muted while other members of the public are allowed to proceed with their questions or comments.

(a) If time permits, the disruptive individual shall be allowed to speak after all other members of the public have been given the opportunity to make their comment. Should the person remain disruptive, the individual may be muted or kept on mute for the remainder of the remote public meeting, or removed from the remote public meeting.

9. Electronic communications platforms and Internet-accessible technologies used for remote public meetings shall be hosted on FedRAMP Moderate Impact Level Authorized dedicated servers or in a FedRAMP Moderate Impact Level Authorized Cloud, unless the host of the dedicated servers or cloud provides annual evidence of satisfactory cybersecurity internal controls through a SOC2 audit report.

a. When using cloud services, the technology vendor shall check provider credentials and contracts to ensure FedRAMP Moderate Impact compliance unless annual evidence of satisfactory internal controls is provided through a SOC2 audit report.

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E. Notice of Remote Public Meetings; Statement in Minutes – N.J.A.C. 5:39-1.5

1. Adequate notice of a remote public meeting must include, in addition to the content required pursuant to N.J.S.A. 10:4-8, clear and concise instructions for accessing the remote public meeting, the means for making public comment, and where relevant documents, if any, will be made available.

2. In addition to adequate notice, the Board shall also provide electronic notice of a remote public meeting, except as may be permitted pursuant to N.J.S.A. 10:4-9.3 and E.3. below.

a. The electronic notice shall contain the content required pursuant to N.J.S.A. 10:4-8 and 10:4-9.1 and E.1. above, and shall be posted on the Internet website or webpage of Board and/or school district, or the entity responsible for appointing the members of the Board.

(1) If the Board does not have a website, electronic notice shall be provided on an official social media platform of the Board; however, electronic notice is not required if the Board does not have an internet presence.

(2) Unless otherwise prohibited by the declared emergency, the content of the electronic notice shall also be posted on the main access door of the building where the public would routinely attend public meetings of the Board in-person. The notice must be viewable from the outside.

3. If during a declared emergency the Board elects to issue electronic notice of a remote public meeting in lieu of, rather than in addition to, adequate public notice, as permitted pursuant to N.J.S.A. 10:4-9.3, the Board shall limit public business discussed or effectuated at the meeting to matters:

a. Necessary for the continuing operation of government and which relate to the emergency declaration connected with the declared emergency; or

b. Requiring decision during the remote public meeting due to imminent time constraints.

4. Nothing in N.J.A.C. 5:39-1.5 prohibits the Board from holding a remote public meeting, notwithstanding the failure to provide adequate notice and electronic notice where permitted pursuant to N.J.S.A. 10:4-9.

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5. If the Board expects to conduct remote public meetings for a series of regularly scheduled meetings advertised in its annual notice, the annual notice shall be revised at least seven days prior to the next regularly scheduled meeting, indicating which meeting(s) will be held as a remote public meeting and shall contain clear and concise instructions for accessing those remote public meetings, the means for making public comment, and where relevant documents, if any, will be made available.

a. In addition to the means of notice transmission required pursuant to N.J.S.A. 10:4-18, the revised annual notice shall be posted on the Internet website or webpage of the Board and/or school district, or the entity responsible for appointing the members of the Board.

b. If the Board does not have its own website, the revised notice shall be provided on an official social media platform unless the Board does not have an Internet presence.

c. Unless otherwise prohibited by the declared emergency, the content of the electronic notice shall also be posted on the door of the main public entrance to the building where the public would routinely attend public meetings held by the Board.

(1) Notice must also be posted on the door for any designated and clearly delineated handicap accessible entrance. These notices must be viewable from the outside.

6. If a previously scheduled Board meeting was to allow public attendance without a public health-related restriction as to capacity, but the Board intends to hold the same meeting as a remote public meeting due to a declared emergency and the change is not reflected in a revised annual notice issued pursuant to E.5. above, the Board shall issue adequate and electronic notice for said meeting pursuant to E.1. and E.2. above as if the meeting were not included in the annual notice.

7. At the commencement of every remote public meeting of the Board, the person presiding shall announce publicly, and shall cause to be entered in the minutes of the meeting, an accurate statement to the effect that:

a. Both adequate and electronic notice of the meeting has been provided, specifying the time, place, and manner in which such notice was provided;

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b. Only electronic notice of the meeting has been provided, specifying the time, place, and manner in which such notice was provided, and that discussion and effectuation of public business shall be limited to only those matters:

(1) Necessary for the continuing operation of government and that relate to the applicable emergency declaration; or

(2) Requiring decision during the remote public meeting due to imminent time constraints; or

c. That adequate notice and electronic notice was not provided, in which case such announcement shall state:

(1) The reason(s) why the matter(s) discussed are of such urgency and importance, as contemplated pursuant to N.J.S.A. 10:4-9(b)(1), and the nature of the substantial harm to the public interest likely to result from a delay in the holding of the meeting;

(2) That the remote public meeting will be limited to discussion of, and acting with respect to, such matters of urgency and importance;

(3) The time, place, and manner in which notice of the meeting was provided; and

(4) Either that the need for such meeting could not reasonably have been foreseen at a time when adequate notice and/or electronic notice could have been provided, in which event, such announcement shall specify the reason why such need could not reasonably have been foreseen; or that such need could reasonably have been foreseen at a time when adequate notice and/or electronic notice could have been provided, but such notice was not provided, in which event the announcement shall specify the reason why adequate notice and/or electronic notice was not provided.

Policy/Regulations East Orange Board of Education

BYLAWS 0164.6/page 11 of 11 Remote Public Board Meetings During a Declared Emergency

8. Where the Board is required by law to provide a meeting agenda, or otherwise provides a meeting agenda by practice at its regularly scheduled meetings, prior to the commencement of the remote public meeting, the Board shall also make a copy of the agenda available to the public for download through an Internet link appearing either on the meeting notice, or near the posting of the meeting notice on the website.

a. The notice shall also be posted at the building where the meeting would otherwise be held prior to the commencement of the remote public meeting.

F. Executive or Closed Session During Remote Public Meetings

1. A Board entering into an executive or closed session shall ensure that audio or video of the session cannot be accessed, except by those individuals that are participating in the session.

a. A separate non-public conference line or e-platform session may be employed for this purpose.

2. The secretary of the Board should take roll call with each individual affirmatively identifying themselves prior to commencing the closed session.

3. If a closed session is held through a telephonic conference call a separate call-in line should be made available to ensure confidentiality.

4. For closed sessions during remote public meetings held through video conferencing, audio recording should be muted and video recording blocked by a graphic labeled “Executive Session”.

5. As with in-person meetings, the Board shall have read into the record the reason(s) for entering into executive session.

N.J.A.C. 5:39-1.1 et seq.

Adopted: